How to Duplicate a Purchase Order

1. Overview

The Duplicate Purchase Order feature allows users to create a new Purchase Order (PO) using an existing PO as a template.

This is useful when an existing PO needs to be corrected, resubmitted, or reused without changing the original purchase record.

When a PO is duplicated

The original PO remains unchanged.
A new PO number is automatically generated.
The new PO starts as a Draft.
Existing vendor and item information is copied to the new PO.
The user can modify the required information before submitting the new PO.

2. Why Is Duplicating a Purchase Order Important?

Duplicating a PO provides several important benefits. Mean while it is important The original record should remain unchanged so that users can see exactly what happened during the original transaction.

3. Requirements to Duplicate a Purchase Order

Before duplicating a Purchase Order, ensure that:

The original PO exists.
The user has permission to duplicate Purchase Orders.
The original PO can be accessed.
The required vendor and item information is available.
The user knows which information needs to be corrected in the new PO.

4. Scenarios and Examples

Scenario 1: Correcting a Finalized PO

Suppose the original PO contains an incorrect quantity.

Original PO	Item	Quantity	Status
PO-AA-AA-15-92	Syringes	500	Completely Delivered

The original PO should not be changed.

Instead, duplicate it:

Original PO	Item	Quantity	Status
PO-AA-AA-15-93	Syringes	500	Draft

The user can then correct the quantity in the new PO.

Original Quantity	New Quantity	Change
500	450	-50

5. Step-by-Step Guide

Step 1: Open Purchase Orders

Navigate to Main menu:

Purchase → Purchase Orders

The Purchase Orders list displays the available POs and their current statuses.

Step 2: Open the Purchase Order

Locate the Purchase Order that you want to duplicate and Open the PO to view its details by tap the column.

Step 3: Locate the Duplicate Icon

Look at the top-right corner of the Purchase Order details page.

The Duplicate action is represented by an icon showing two overlapping/curved sheets of paper.

Step 4: Click Duplicate

Click the Duplicate icon.

The system will display a confirmation prompt asking whether you want to create a duplicate of the Purchase Order.

Review the confirmation message.

Step 5: Confirm Duplication and You can see the New Purchase Order generated in the PO list

Select Confirm to proceed.

The system creates a new Purchase Order based on the original.

Step 6: You can open the new duplicate purchase Order

Open the newly created Purchase Order.

The new PO should be in: Draft from there you can open it and correct the Required Information

Review the duplicated PO and update the information that needs to be corrected.

6. What Happens After Duplicating?

When a Purchase Order is duplicated, the system creates a new PO record.

Original PO	New PO
PO-AA-AA-15-92	PO-AA-AA-15-93
Existing record	New record
Original status retained	Draft
Historical record	Editable
Original data preserved	Data copied from original
Original PO number	New PO number

8. Common Problems and Solutions

No.	Problem	Possible Cause	Solution
1	User cannot find Duplicate	The user does not know where the action is located.	Open the PO details page and check the top-right corner for the icon showing two overlapping papers.
2	Duplicate icon is not visible	User does not have permission to duplicate POs.	Check the user's Purchase Order permissions.
3	Duplicate confirmation does not appear	The action may not have been selected correctly.	Click the Duplicate icon again and review the confirmation prompt.
4	New PO was not created	Failed to confirm duplicate Po due to network.	Repeat the duplication process and confirm the action.
5	New PO has a different number	The system automatically generates a new PO number.	This is expected behaviour. Use the new PO number when processing the corrected order.
6	New PO is in Draft status	Duplicated POs start as Draft.	Review and correct the PO, then submit it for approval.

Quick Reference

Action	What to Do
Find the PO	Go to Procurement → Purchase Orders.
Open the PO	Select the Purchase Order you want to duplicate.
Find Duplicate	Check the top-right corner of the PO details page.
Identify the Icon	Look for the icon showing two overlapping papers.
Duplicate	Click the Duplicate icon.
Confirm	Confirm the duplication request.
New PO	The system generates a new PO number.
Draft	The duplicated PO starts in Draft status.
Correct	Update quantities, prices, items, dates, or other required details.
Submit	Save and submit the corrected PO through the normal workflow.

27 August 2026