Other Actions in Purchase Orders

Let’s have a look at the various actions that can be performed upon a Purchase Order in Zoho Books.

Edit Purchase Orders

You can edit the details of any purchase orders. Here’s how:

Go to Purchases > Purchase Orders.
Select the purchase order you want to edit.
Click the Pencil icon in top of the page.
Make the changes.
Click Save.

Insert Headers as Line Items

You can insert headers to group related line items in your purchase order. When you have many line items, headers break the list into clear sections so your vendor can scan the purchase order more easily. For example, you can add a header such as Hardware Items, Office Supplies, or a project name and group the related line items under it. You can also insert multiple headers to your purchase order.

To insert a header row in your purchase order:

Go to Purchases on the left sidebar and select Purchase Orders.
Click + New in the top right corner to create a purchase order, or select an existing purchase order and click Edit to modify an existing one.
In the Item Table, click the More icon next to the required line item, and select Insert New Header. Alternatively, you can click the dropdown next to + New Row below the Item Table and select New Header.
Type the title for the header.
Fill in the required fields and click Save.

The header will be added as a row and the line items below it will remain unchanged. To remove a header, click the Remove icon to the right of it.

Insight: Removing a header does not remove the line items below it.

Insert Subtotals as Line Items

A subtotal row displays the total of the line items above it in your purchase order. It includes all line items between the previous subtotal and the current subtotal, or all line items from the beginning of the purchase order if no previous subtotal exists. It is calculated automatically and updates whenever line items are added, edited, or removed. For example, you can add a subtotal for a group of hardware items or a project. You can add multiple subtotals to a purchase order.

To insert a subtotal row in your purchase order:

Go to Purchases on the left sidebar and select Purchase Orders.
Click + New in the top right corner to create a purchase order, or select an existing purchase order and click Edit to modify an existing one.
In the Item Table, click the More icon next to the required line item, and select Insert New Subtotal. Alternatively, you can click the dropdown next to + New Row below the Item Table and select New Subtotal.
The subtotal row will be inserted.
Fill in the required fields and click Save.

The subtotal will be added as a row and the line items below it will remain unchanged. To remove a subtotal, click the Remove icon to the right of it.

Insight: Removing a subtotal does not remove the line items below it. The line items remain in the purchase order and are included in the final total.

Download as PDF

You can download any purchase orders as a PDF. Here’s how:

Go to Purchases > Purchase Orders.
Select the purchase order you wish to download.
Click the PDF icon in top of the page.

Print Purchase Orders

You can print the details of any purchase orders. Here’s how:

Go to Purchases > Purchase Orders.
Select the purchase order you want to print.
Click the Print icon in top of the page.

Check the Preview and click Print.

Attach Files with Purchase Orders

You can attach files to your purchase order. This can be done through:

Drag & Drop: Upload files from your system (a maximum of 5 files, each of 5 MB).
Cloud: Upload from cloud resources like Zoho Docs, Google Drive, Dropbox, One Drive, etc.
Documents: Upload from the Documents folder in Zoho Books.

To attach files to your purchase orders: