Purchasing troubleshooting

Approve is shown only while the purchase order is still a Draft and you have permission to approve purchases. If the order has already been approved or closed, it is past the draft stage and cannot be approved again. Receiving and billing do not change the order status: an order stays Approved while its progress shows in the separate receiving and billing badges next to it.

If you do not have approval permission, Qoblex shows Request Approval in place of Approve. Use it to send the order to someone who can approve on your behalf.

Close PO appears only when a purchase order is both fully received and fully billed. Until every ordered line has been received on a goods receipt note and billed on an authorized supplier bill, the button stays hidden.

If you select Close PO and the order still does not close, Qoblex opens the Three-Way-Check Failed dialog: The three-way check ensures accuracy before closing a purchase order by verifying that the items on the purchase order, goods receipt, and supplier’s invoice all match. The dialog lists what did not reconcile and closes with Ok. This dialog is informational: it reports the mismatch so you can correct it, and it does not offer a way to close the order while the amounts still disagree. Fix the mismatch, receive or bill the outstanding lines, then try Close PO again.

Editing is progressively locked as a line moves through the workflow:

• A line’s price can no longer be changed once any quantity on that line has been billed on an authorized bill, or once the order is closed.
• The unit of measure and tax class cannot be changed, and the line cannot be removed, once it has a received quantity or a billed quantity. A draft order never locks these.
• Quantity, discount, and estimated delivery date stay editable until the order is closed.
• Once the order is closed, quantity, price, discount, and estimated delivery date are read-only.

To change a locked line, unauthorize or remove the dependent bill or goods receipt first (if your process allows it), or move the unreceived items to a new order. If the line is locked because the prices were wrong when you billed, see I billed a purchase order and the prices are wrong below.

A line’s price locks once that line is on an authorized bill. The bill also keeps its own copy of each product price and discount from when it was created, so correcting the order later does not change it. Reopening the bill is not enough: delete it, correct the order, and bill again.

First check that the price can still be changed. It cannot on a closed order, or on a line returned to the supplier on an authorized supplier return. See When line edits lock in Edit purchase order details and line items.

Then:

1. Open the bill and select Edit to return it to Draft. Payments, refunds, and deposits can block this; see Edit an authorized bill (reopen it first) in Create and manage supplier bills. Skip this step if the bill is already a draft.
2. Select Delete and confirm. If the bill synced to QuickBooks, delete or void it in QuickBooks yourself; see Delete a bill in the same article.
3. Correct the Price (or Discount (%)) on the affected lines, then select Save.
4. Create the bill again from the Bills menu (Bill selected or Bill All), check the prices, and select Authorize.

Qoblex blocks deleting a line that is already committed downstream and tells you where:

• Cannot delete item as it is billed in [bill number]. Remove the item from the bill then try again
• Cannot delete item as it is in a goods receipt note. Remove the item from the goods receipt note then try again

Remove the line from the named bill or goods receipt note first, then delete it.

When a receipt contains batch- or serial-tracked products, Qoblex opens a batch dialog before authorizing and requires the tracking details to add up:

• Each batch needs an identifier. If one is blank, you see Batch number is required.
• The batch quantities must total the quantity being received. If they do not, you see the sum of batches to receive does not match the total quantity to receive (or, when auto-generating, the number of batches to generate does not match the total quantity to receive).

Complete the dialog so every batch has a number and the quantities match, then authorize. Cancelling the dialog stops authorization and leaves the receipt as a draft.

Only draft goods receipt notes can be deleted. Once a receipt is authorized, the delete action is unavailable and Qoblex shows Cannot delete an authorized goods receipt note.

The Payments menu appears only when the bill is Authorized and still has an outstanding balance (its total is greater than the amount already paid). A draft bill or a fully paid bill will not show it.

Authorize the bill first, and confirm there is a balance still due.

Before creating a payment, Qoblex checks the amount due. If nothing is outstanding it stops with This bill is fully paid and does not add a payment. A residual balance of 0.03 or less is treated as fully paid, so tiny rounding remainders will not let you add another payment.

The delete action on a bill is for draft bills. If the bill has been authorized, unauthorize it first (using Edit on the bill) and then delete it. Qoblex reports any server-side reason it still cannot be removed.

To create a return you must first select one or more received line items. If nothing is selected, Qoblex shows Please select one or more line items to return.

On the return itself, authorize is available only while the return is a Draft. A custom (extra-cost) line on the return must have a description, a non-zero quantity, a non-zero price, and a tax class before the return will save and authorize; missing values are listed as validation messages.

Refunds are raised from an authorized bill. Open the bill, select the product or landed-cost lines to refund, then choose the refund action. If nothing is selected, Qoblex shows Please select one or more line items to return.

Shipping-carrier actions such as sending an order to ShipStation belong to sales fulfillment, not purchasing. The purchase order workspace covers receiving stock, bills, payments, returns, and refunds only. Look for carrier and shipment tools in the sales order area instead.