Is it possible to change a Purchase Order after its final approval?

Is it possible to change a Purchase Order after its final approval?

While a Purchase Order has not been fully approved, its Requester has the option to edit the request (this means the Purchase Order will be resubmitted for approval), or to cancel it.


As soon as a Purchase Order has been fully approved, it can no longer be changed in ApprovalMax.

If changes are inevitable, however, authorised users are able to make them to the Purchase Order in your accounting software (such as QuickBooks Online). Unfortunately, alteration won't be synced back to ApprovalMax.
Alternatively, you can create a new Purchase Order and ask to have the previous one rejected/cancelled/deleted.

If there have only been changes to the Purchase Order amount to increase it, it's recommended to create a new (additional) Purchase Order for the difference between the two amounts. This will avoid changes in the accounting system.

    • Related Articles

    • Are files attached to a Purchase Order sent to the supplier?

      A PDF file containing only the Purchase Order itself will be emailed to the supplier after its final approval. If you attach any files to the Purchase Order, they will not be sent. However, when you select that your Purchase Order should be sent ...
    • How can I change the currency in QuickBooks Online Purchase Orders?

      Provided that your Intuit account features multi-currency support and you managed "Currencies" in the advanced settings of your QuickBooks Online Organisation, you can specify a different currency (other than your home currency) for a Supplier: ...
    • How can I print an approved Purchase Order?

      Once a Purchase Order has been approved, ApprovalMax generates a PDF for this Purchase Order and attaches it to the Purchase Order in ApprovalMax. It is also possible to download this PDF in Xero itself. To do so, click on the "Print" button: 
    • How can I print an approved Purchase Order? (QuickBooks Online)

      Once a Purchase Order has been approved, ApprovalMax generates a PDF for this Purchase Order and attaches it to the Purchase Order in ApprovalMax. It is also possible to download this PDF in QuickBooks Online itself. To do so, click on the "Print" ...
    • How can I create a Purchase Order in ApprovalMax?

      To create a Purchase Order (or any other request) in ApprovalMax, click on the "NEW REQUEST" button in the top right-hand corner near your Avatar:  In the pop-up window, select the request type from the respective Organisation and click on "CREATE ...