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Purchase Order Change History

Every purchase order has a Changes tab that shows who changed what on the PO and when. Use it to trace a disputed price or quantity, or to see how a PO reached its current status.

Open the Changes Tab​

  1. Open the purchase order.
  2. In the left panel, click the Changes tab, next to General and Notes.

The newest change is at the top. Each entry shows the person who made the change, the date and time, and what changed, with the old and new value.

The tab updates on its own while it is open. Edit a line item or save the PO and the new entry appears without reloading the page.

What Is Recorded​

  • Creating the PO — a Created entry with the PO number, including POs made with Duplicate.
  • PO fields — one entry per field you change, such as the vendor, ship-to location, dates, contact email, description, tax and shipping. Vendors and ship-to locations are shown by name.
  • Status changes — moving the PO to Sent, Receiving, Received, Declined or Canceled, shown by status name. Mark as Sent is recorded too.
  • Line items — adding, linking from an estimate, editing and deleting items. Each entry starts with the item it is about, for example [Line item: Kitchen Faucet]. A deleted item keeps its history on the tab.
  • Receiving — each item received against the PO, shown as [Received item: …], along with the status change to Received.

If nothing has been recorded for an older PO, the tab shows No changes recorded for this purchase order yet.

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Status and ship-to changes recorded before this tab was released may show a number instead of a name.

Who Can See It​

Anyone who can open the purchase order can see its change history. No extra permission is needed.