Purchase documents — query, edit, delete, return
Find POs and bills, edit drafts, delete drafts, cancel safely, and reverse stock when goods go back to a supplier.
Business Suite · Purchases
Pad: Store → Purchases · Store → Purchases → [PO]
Definitie
Store → Purchases → filter/search → open PO → edit draft | delete draft | status | Receive (GRN) | bill | cancel
Purchase operations center on Store → Purchases. Query open and closed POs (Purchase Orders), edit or delete only while draft, advance status (submit/approve/send), receive with GRN (Goods Receipt Note), bill the supplier, and cancel only before quantity is received. BonikBiz does not use a separate “purchase return” voucher yet — after stock is received, reverse with inventory/warehouse adjustments and void related documents carefully instead of deleting history.
Compatibility
- Minimum plan: Starter+ with purchases / inventory.
- Edit and delete apply to draft POs only.
- Cancel is blocked after any qtyReceived > 0.
- Receive / bill rules are covered in the PO and GRN articles.
Treat purchases like books: query and correct with status/void/adjust — do not erase posted receives or bills.
Query (find purchase documents)
- Open Store → Purchases.
- Browse the list or search by PO number / supplier when search is available.
- Open a PO to see lines, qty ordered / received / invoiced, status, and linked bills.
- Use status badges (draft, submitted, approved, sent, partially received, closed, cancelled) to triage work.
- Confirm supplier party under Store → Parties if the PO cannot find a supplier.
Edit
- Open a draft PO.
- Enter Edit mode — change supplier (if allowed), lines, qty, unit cost, discount/tax, notes.
- Save draft edits.
- When ready, move status: submitted → approved → sent (cannot freely edit locked statuses like a draft).
- After send/receive, correct commercial mistakes with a new PO, bill credit process, or stock adjust — not by rewriting posted lines.
- Bill amounts follow invoiced qty; receive qty comes from GRN or bill-posted stock.
Delete
- Open a draft PO that was never submitted/received.
- Choose Delete draft and confirm.
- You return to the Purchases list — the draft is removed.
- Posted / received / billed documents cannot be deleted as drafts.
- Use Cancel (if no qty received) or void/adjust flows for posted history.
Cancel
- Open the PO before any quantity is received.
- Move status to Cancelled (when the transition is offered).
- If cancel is blocked, check qtyReceived — goods already received must be unwound first.
Purchase return (stock back to supplier)
There is no separate Purchase Return document in the current Business Suite UI. When goods must go back to a supplier after a GRN:
- Agree the return with the supplier (qty, reason, credit/refund).
- Reduce on-hand stock with Store → Inventory adjust (or Warehouse movement on Professional+) for the returned qty.
- Handle the supplier bill: do not bill returned qty; if already billed, record a credit/payment adjustment with your accountant using Expenses/Banking/journals as your books require.
- Keep notes on the PO and bill numbers for audit.
- Never GRN the same qty again after a bill-without-GRN already posted receive.
- Prefer preventing bad receipts: partial GRN for short/damaged deliveries.
- For pure document mistakes before receive — Cancel or Delete draft instead of a “return”.
Examples
Example — query open POs: Purchases list → open sent PO → Receive remaining qty.
Example — edit before send: Draft → Edit lines → Save → Approve → Send.
Example — delete wrong draft: Draft created by mistake → Delete draft.
Example — return damaged stock: GRN already posted → Inventory adjust −qty → settle credit with supplier on the bill/payment side.
Common errors
- Cannot delete — PO is not draft; cancel or adjust instead.
- Cannot cancel — qty already received; reverse stock first, then follow bill corrections.
- Cannot edit lines — leave draft/edit mode or create a replacement PO.
- Stock doubled — billed and GRN’d same qty; see GRN / troubleshooting.