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Editing a Locked PO Reference Number

How to unlock and edit the Reference Number by temporarily removing the associated inventory records

Once a purchase order is moved to inventory (marked as received), all PO fields — including the Reference Number — are locked. This is expected behavior. Locking the PO after receiving protects the integrity of your inventory and audit records.

 

To edit the Reference Number after inventory has been received, you'll need to temporarily delete the associated inventory records, make the change on the PO, then re-receive the inventory.

 

Steps to Edit the Reference Number

Before you begin, note the quantities on the PO. Deleting the inventory records temporarily removes those stock entries — you'll need the correct quantities on hand to re-receive accurately.

  1. Delete the inventory records associated with this PO. (See the guide on deleting inventory records for step-by-step instructions — article coming soon.)
  2. Return to the purchase order. The PO fields will now be editable.
  3. Update the Reference Number field and save.
  4. Re-receive the inventory using the correct quantities to restore your stock records.