Purpose

Use this workflow to find a saved draft, review or edit its lines, save changes, export the order, and edit and place a draft purchase order, or remove the draft when it is no longer needed.

Prerequisites

  • Have Purchase view access to open a draft; Purchase edit access is required to change, delete, or place it.
  • Have a saved draft and access to its supplier and product information.
  • Confirm the current quantities, prices, supplier constraints, and delivery information before placing an older draft.

Steps

  1. Open Purchase and select Draft orders.
  2. In the draft list, search or filter the rows if needed. Use Refresh when you need to reload the list.
  3. Select the draft row to open the Draft order editor. A row's options menu can also offer Export as and Delete.
  4. Review Current order and Available products. Use the available-products table to search for and select products, then choose Add. Select current-order lines and choose Remove when a line is no longer needed.
  5. Edit Quantity, Price (base), Weight, or Volume where those fields are available.
  6. Select Save changes from the editor's Options menu.
  7. To export, open Options and choose Export as. If the editor asks you to save first, select Save & proceed, then choose the export format and settings.
  8. When the draft is final, choose Place order. Review the confirmation and select Cancel or Place order, then wait for the result.
  9. If the draft is no longer needed, return to the draft list, open its row options, and choose Delete. Confirm the deletion if prompted.

Fields and columns

Draft list

The draft list can show these columns, depending on your edition and configuration:

  • Order moment id — the related order moment when one exists.
  • Type — the order-moment type shown for the draft.
  • Supplier name — the supplier for the draft.
  • Supplier manager — the supplier manager value when available.
  • Supplier cut-off — the supplier cut-off time; the displayed time zone is shown in the column label.
  • Products — the number of products in the draft.
  • Total weight and Total volume — container-related totals when available.
  • Total value — the draft value.
  • Minimum order value — the supplier minimum value when available.
  • Last modified — when the draft was last changed.
  • Last placed date — the supplier's last placed date when available.
  • Actions — the row options menu, including Export as and Delete when permitted.

Use the list Filters, Sorts, search, Clear all filters, and Column view controls to find and organize drafts. Calendar view can be available for accounts that have it enabled.

Draft editor

  • Current order — products currently in the draft.
  • Available products — supplier-linked products that can be added.
  • Quantity — the quantity to order. Lot-size rules can set the allowed minimum and step.
  • Price (base) — the editable base purchase price when shown.
  • Weight — the product weight used by the editor when shown; the current editor displays grams.
  • Volume — the product volume used by the editor when shown; the current editor displays cubic centimetres.
  • Product name, Product SKU, Supplier product SKU, Supplier product EAN code, Lot size, MOQ, Free stock, Stock position, Lead time, and other configured columns provide context for the line.
  • Save changes — writes the current draft edits.
  • Export as — opens the export choices and advanced settings.
  • Place order — starts the placement confirmation; it does not mean that a supplier has received an email or EDI message.

The Current order and Available products table layouts are configured separately. Fields can be unavailable because of edition, account settings, permissions, or missing product data.

In view-only mode, you can inspect both tables and use Export as where it is available. Save changes and Place order are not offered in the view-only editor. Search, filters, and column controls do not grant permission to change the draft.

Expected result

You can reopen the saved draft with the reviewed changes, export a copy, or complete placement. A successfully placed order moves into the placed-order and delivery workflow. A deleted draft is removed from the draft list.

Limitations

  • A draft is saved order work, not a placement confirmation.
  • Draft editors display automatic updates as unavailable for draft orders. Do not assume that every planning input will refresh an older draft.
  • Saving or exporting does not send the order to a supplier. Supplier transmission depends on the configured communication method and any separate send action.
  • Delete is not available to view-only users and removes the draft; check the row before confirming.
  • Available columns and actions vary by edition, settings, permissions, and account configuration.

Errors and recovery

  • If a draft does not appear, clear list filters and search, select the correct Draft orders view, and use Refresh.
  • If the editor shows no products, clear table filters or refresh the active table before concluding that the draft is empty.
  • If a quantity, price, weight, or volume value is rejected, use the field's permitted numeric range and check the supplier's MOQ and Lot Size.
  • If Save changes is disabled, wait for loading to finish, correct invalid lines, or confirm that you have Purchase edit access.
  • If Options is unavailable, wait for saving and for both Current order and Available products to finish loading, not just the table currently open.
  • If export asks you to save first, select Save & proceed only after reviewing the pending changes; otherwise choose Cancel and return to the editor.
  • If placement is uncertain, keep the draft open, check the placed-order list before retrying, and do not create a duplicate order until the first result is clear.
  • If deletion or saving fails, refresh the list and check whether the draft still exists before trying again.