## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/kw/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Functions in Purchase Orders

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## Convert Purchase Order to Bill

You can convert a Purchase Order to a Bill.

**Scenario:** Patricia creates a purchase order with all the items she requires and sends it to Bailey, her vendor. Bailey accepts the purchase order and send all the items to Patricia along with a bill. Patricia will have to record this bill into Zoho Books. Instead of creating a new one, she converts the purchase order that she had already recorded for Bailey to a bill in Zoho books.

To convert a Purchase Order to a Bill:

*   Go to **Purchases** > **Purchase Order**.
*   Select the purchase order that you wish to convert to a bill.
*   Click the **Convert to Bill** button in the top right corner of the page.

![Convert to Bill](/books/help/images/purchase-order/convert-to-bill.png)

*   In the **New Bill** page, enter the required details and save it.

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## Cancel Items in Purchase Order

You can cancel items in your purchase order.

**Scenario:** Patricia creates a purchase order with three items and send it to Bailey, her vendor. Baileys confirms that 2 items are available and 1 item is out of stock. On receiving the two items, Patricia pays Baileys for the items received and modifies the purchase order accordingly. She cancels the item(s) in the purchase order (In this case, the item that was out of stock).

To cancel item(s) in a purchase order:

*   Go to **Purchases** > **Purchase Orders**.
*   Select the purchase order for which you’d like to cancel items.
*   Click the **More** > **Cancel Items**.

![Cancel Items](/books/help/images/purchase-order/cancel-item.png)

*   Select the items that you’d like to cancel along with their quantity.

![Cancel Items](/books/help/images/purchase-order/cancel-item2.png)

*   Click **Save**.

Now, the items that you have selected will be cancelled and the status of your purchase order will be changed to **Closed**.

**Insight:**In a Partially Billed purchase order, only items that are not billed can be cancelled.

**Insight:** If your purchase order includes _Service_ items, you can’t cancel them. You might encounter an error stating “No items are available for cancellation”.

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### Reopen Cancelled Items

You can reopen items that you have cancelled in your purchase order. Here’s how:

*   Go to **Purchases** > **Purchase Orders**.
*   Select the purchase order for which you’d like to reopen the cancelled items.
*   Click the **More** button in the top right corner of the page..
*   Select **Reopen Cancelled Items**.

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## Expected Delivery Date

You can set the Expected Delivery Date of the items ordered in your Purchase Order. Here’s how:

*   Go to **Purchases** > **Purchase Order**.
*   Select the purchase order for which you want to set the expected delivery date.
*   Click **More** > **Expected Delivery Date**.

\` ![Expected Delivery Date](/books/help/images/purchase-order/expected-delivery.png)

*   Select the expected delivery date.

![Set Delivery Date](/books/help/images/purchase-order/delivery-date.png)

*   Click **Save**.

You can find the expected payment date in the **Comments & History** section of the purchase order. To delete this date:

*   Click the **Delete** icon next to the activity.
*   Select **Delete** to confirm.

![Delete Delivery Date](/books/help/images/purchase-order/delete-edd.png)

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## Cancel Purchase Orders

You can choose to mark a purchase order as **Cancelled**. Once cancelled, it cannot be reopened. Only **Open** Purchase Order can be cancelled. To cancel a Purchase Order:

*   Go to **Purchases** > **Purchase Orders**.
*   Select the purchase order you want to cancel.
*   Click **More** in the top corner of the page.
*   Select **Mark as Cancelled** from the dropdown.
*   Click **Yes** to confirm.
*   Click **Proceed**.

![Cancel Purchase Orders](/books/help/images/purchase-order/cancel-po.png)

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## Add Comment

You can add a comments to Purchase Order in Zoho Books. The comments you enter cannot be viewed by your vendors.

To add a comment:

*   Go to **Purchases** > **Purchase Orders**.
*   Select the purchase order for which you wish to add a comment.
*   Click the **Comments and History** tab.
*   Click **\+ Add Comment** option below the history.
*   Type in your comment. 
*   Click **Add Comment**.

![Add Comment](/books/help/images/purchase-order/add-comment.png)

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## Customise Template

You can customize the format of your Purchase Order’s PDF. Here’s how:

*   Go to **Purchases** > **Purchase Orders**.
*   Select the purchase order for which you wish to customize the template.
*   Hover over the purchase order and click the **Customize** button in the top right corner.
*   From here, you can perform various actions for the purchase order’s template.

![Customise Template](/books/help/images/purchase-order/template.png)

Learn more about [Templates](/kw/books/help/settings/templates.html) and [Purchase Order Templates](/kw/books/help/settings/templates.html#purchase-order).

**Next >**  
[Manage Purchase Orders](/kw/books/help/purchase-order/manage-po.html)

**Related**

*   [Overview - Purchase Orders](/)
*   [Basic Functions in Purchase Orders](/kw/books/help/purchase-order/basic-functions.html)
*   [Other Actions in Purchase Orders](/kw/books/help/purchase-order/other-actions.html)
*   [Purchase Order Preferences](/kw/books/help/purchase-order/preferences.html)