Handling PO Changes or Cancellations

Only buyers can edit Purchase Orders they've created. Buyers have full editing capability to update any PO fields as needed before or after sending to sellers.
​

All PO fields can be edited including:

Buyers open the PO from their dashboard, click Edit to modify any fields, make necessary changes, and click Save to update the PO. Currently, editing does not create new versions, changes update the existing PO directly.

NOTE: Only PO's where an SO has not been created can be edited. Once a Sales order has been created, the buyer will need to cancel the PO and create a new one.
​

When buyers edit a PO after sending it to sellers, sellers should be notified of the changes.

If you need the buyer to modify quantities, pricing, delivery dates, or any other PO details, you must communicate off-platform.
​

Contact buyers directly via:

Request specific changes needed and confirm when buyer will update the PO in Quotable.
​

Once buyer agrees to changes off-platform, they edit the PO in Quotable with the agreed modifications. You receive the updated PO and can proceed with accepting the revised Sales Order.

Only buyers can cancel their Purchase Orders. Buyers may cancel for various reasons including budget changes, project delays, sourcing from alternative suppliers, or requirement changes.
​

Buyers open the PO from their dashboard, click the Cancel button, and confirm the cancellation when prompted. The system requires buyer confirmation to prevent accidental cancellations.
​

When buyers click Cancel, a confirmation prompt appears asking them to verify they want to cancel the PO. This prevents accidental cancellations and ensures intentional action.

When a buyer cancels a Purchase Order, the system automatically cancels the related Sales Order in the seller's account. This ensures sellers don't fulfill orders that buyers no longer want.
​

Sellers see the cancellation immediately in their Sales Orders dashboard. The SO status updates to Cancelled and appears in the Cancelled filter tab. Sellers receive notification that the order has been cancelled.
​

When you see a cancelled SO, stop all fulfillment activities immediately including inventory allocation, procurement, production, and shipment preparation. Do not proceed with deliveries or invoicing for cancelled orders.

After cancelling a PO, buyers can create another Purchase Order for the same Order if they want to revise and resubmit their requirements. The new PO can have different quantities, products, pricing, or terms.
​

When a new PO is created after cancellation, the system generates a new Sales Order in Pending Acceptance status for the seller. Seller reviews and accepts or rejects the new PO as normal.
​

The new PO and SO are independent documents. Previous cancellation history is maintained, but the new order starts fresh with Pending Acceptance status.

If the cancelled PO is the only document in an Order, the system prompts the buyer asking if they also want to cancel the entire Order. Buyer can choose to cancel just the PO or cancel the complete Order.

Automatically cancelled. Seller cannot proceed with fulfillment. SO status updates to Cancelled.
​

If invoices were already created from the SO, they remain but should not be processed. Seller should cancel or void related invoices manually.
​

If delivery records exist, sellers must stop shipments immediately. Do not deliver goods for cancelled orders.
​

No payments should be processed for cancelled POs. If advance payment was made, work with buyer off-platform to arrange refunds.

Monitor your SO dashboard regularly for status changes including cancellations. Respond immediately when you see cancelled orders to stop fulfillment costs. Contact buyers promptly if you need PO changes before accepting the SO. Document all off-platform change requests in notes or internal systems. Confirm buyer has updated PO in Quotable before proceeding with modified orders.
​

Edit POs before sellers begin fulfillment to minimize disruption. Cancel orders as soon as you know they're no longer needed. Communicate with sellers when making significant changes to POs. Consider creating new POs instead of editing if changes are substantial. Respond to seller change requests promptly to keep orders moving.

Seller needs changes → Contacts buyer off-platform (call, email, chat) → Negotiates required modifications → Buyer agrees and edits PO in Quotable → Buyer saves updated PO → Seller receives updated PO → Seller reviews and accepts revised SO.
​

Buyer decides to cancel → Clicks Cancel on PO → Confirms cancellation → System cancels PO and related SO → Seller sees Cancelled status → Seller stops all fulfillment immediately → If needed, buyer creates new PO with revised requirements.

While PO changes require off-platform communication, cancellations are seamless and automatic. Buyers maintain full control over their purchase commitments, and sellers receive immediate notification to prevent wasted fulfillment efforts.
​

​