# Using the New Purchase Order Layout

> Source: https://help.getedara.com/en/articles/90000005-using-the-new-purchase-order-layout · Category: Purchase › Purchase order · العربية: https://help.getedara.com/ar/articles/90000005-%D8%AA%D8%B5%D9%85%D9%8A%D9%85-%D8%AC%D8%AF%D9%8A%D8%AF-%D9%84%D9%85%D8%B3%D8%AA%D9%86%D8%AF%D8%A7%D8%AA-%D8%A7%D9%84%D9%85%D8%B4%D8%AA%D8%B1%D9%8A%D8%A7%D8%AA-%D9%88%D8%A7%D9%84%D9%81%D9%88%D8%AA%D8%B1%D8%A9

When you enter a purchase order that contains a large number of products, you may need to add them and change their quantities and prices quickly. You can turn on the new Purchase Order layout to enter the whole order on one screen: the supplier details at the top, the lines table in the middle, and the notes and totals at the bottom.

You add products by search, by scanning barcodes, or by importing from a spreadsheet, and you change quantity, price, discount, and tax right in the table. You can also choose the table columns, reorder them, and change the row height.

## Follow the Steps

### Turn on the new layout

1. Click your user name at the top of the screen.
2. Go to "Preview features".
3. Turn on the "New Document Layout" option.

The new layout applies right away.

### Create a purchase order

1. Go to the "Purchase" module.
2. Open the "Purchase Orders" page.
3. Click **"New"** .

The purchase order screen opens, with the order details at the top next to the document code.

### Enter the order details

1. Choose the supplier in the "Supplier" field. You can type part of its name to filter the list.
2. Choose the currency in the "Currency" field.
3. Choose the location in the "Location" field.
4. Click the calendar icon in the "Date" field, then pick the date.
5. Type the reference number in the "Reference" field if needed. It is optional.

You can rearrange these fields by dragging each one by the handle next to it and dropping it where you want, or hide them for now by clicking the arrow at the top. A summary of the supplier, location, date, and reference shows instead.

### Change the document code

1. Click the settings icon next to the document code.
2. Edit the "Prefix" and the "Number".
3. Click **"Save"** .

### Add products

Once the order details are in, add the products. If the table is empty, you see "No products added yet" with an "Add Product" button. If it has lines, the "Add another" button is below the table.

1. Click **"Add Product"** or **"Add another"** .
2. Choose a way to add products from the menu.

Ways to add products

| Method | Description |
| --- | --- |
| Search Product | Find and select products directly from your catalog. |
| Scan Barcodes | Instantly add products by scanning barcodes. |
| Import | Bulk import items from spreadsheets by copy-paste. |

Edara saves the last method you used as the default and marks it "Default", so it opens directly the next time you click "Add Product". To use a different method, click the back arrow at the top of the open method to return to the list of methods.

### Add a product by search

1. Choose **"Search Product"** .
2. Search for the product by name, code (SKU), or part number.
3. Click the product in the "Product Search" results to add it to the table.

### Add several products at once

1. Select the checkbox next to each product you want to add.
2. Click **"Add Selected"** .

A product that is already in the order shows an "in document" tag. If you add it again, its quantity increases instead of adding a new line.

### Create a new product from the search results

If you can't find the product in the search results, you can create it without leaving the order screen.

1. Click **"Create New Product"** below the search results.
2. Type the product name in the "Name" field.
3. Enter the "Part number" and the "SKU".
4. Enter the "Purchase price", the "Sales price", and the "Full description" if needed. They are optional.
5. Click **"Upload image"** to add a product image if needed.
6. Click **"Save"** .

The new product is saved and added to the order right away.

### Add products by scanning barcodes

1. Choose **"Scan Barcodes"** .
2. Scan the product barcode with your barcode reader, or click **"Start Scanning"** .

The scan bar shows the result of each scan. To stop scanning, click the close icon on the bar.

Scan states

After each scan, the scan bar shows one of these states so you know what happened to the product.

| State | Meaning |
| --- | --- |
| Processing… | Edara is processing the barcode. |
| Product Added | The product was added to the table. |
| Already in document | The product is already in the order, so its quantity increased. |
| Unknown Barcode | Edara did not recognize the barcode. |

### Edit lines in the table

Once the products are added, you can change quantity, price, discount, and tax right in the table, and comments too if that column is visible.

1. Click the value you want to change.
2. Type the new value.
3. Press **Enter** to save and move to the next row in the same column, or **Tab** to move to the next field in the same row.

To set the discount type, choose the currency code or % in the "Discount" column. To cancel an edit, press **Esc**.

### Edit a line in its own window

1. Click the expand arrow at the start of the row.
2. Change the quantity and its unit, the price, the discount, and the tax.
3. Review the "Line Summary".
4. Move between lines with the "Previous row" and "Next row" arrows if needed.
5. Click the close icon.

Below the discount field, the window shows its equivalent as a percentage or an amount. Below the tax field, it shows the tax amount.

### Change several lines at once

1. Select the checkbox at the start of each line you want to change.
2. Click **"Bulk change"** .
3. In the "Field" list, choose what to change: "Price", "Quantity", "Discount", or "Tax".
4. Type the value in the "New Value" field.
5. Click **"Change"** .

To delete the selected lines, click "Remove" on the selection bar. A short notice appears with an "Undo" button to restore them.

### Choose and reorder the table columns

1. Click the "Table actions" icon " **⋮** " at the end of the header row.
2. Choose **"Fields configuration"** .
3. Click the eye icon next to a column to show or hide it.
4. Drag a column to change its order.
5. Click **"Save"** .

The "Product" column is always visible and cannot be hidden. To restore the default columns, click "Reset" in the same window.

To sort the lines, click a column header once for ascending order, again for descending order, and a third time to clear the sort. You can reorder lines manually by dragging the row handle, and change the width of any column except "Product" by dragging the edge of its header. To see a product image larger, hover over its thumbnail or click it.

### Change the row height

1. Click the "Table actions" icon " **⋮** ".
2. Choose **"Row height"** .
3. Choose **"Small"** , **"Medium"** , or **"Large"** .

### Save the order

1. Type your notes in the "Notes (Optional)" field if needed.
2. Review the totals at the bottom of the screen.
3. Click **"Save"** .

The totals show "Gross Total", "Discount", "Subtotal", "Tax", and "Net Total". To drop your changes, click "Discard". Edara asks "Discard Unsaved Changes?", and asks the same when you close the screen before saving. Choose "Yes, Discard" or "Keep Editing".

## Important Things to Know

- A line's net total is calculated as: (quantity × price − discount) + tax. Tax is calculated on the amount after the discount.
- If you add a product that is already in the order, its quantity increases and no new line is added.
- Dragging lines to reorder them does not work while the table is sorted by a column.
- Table settings (columns, their order and width, and row height) and the default way to add products are saved automatically.
- Keyboard shortcuts: **Ctrl/⌘ + K** opens product search, **Ctrl/⌘ + B** starts barcode scanning, **Ctrl/⌘ + S** saves, and **Esc** closes.

Value limits

| Field | Allowed value |
| --- | --- |
| Quantity | Greater than zero. |
| Price | Zero or more. |
| Discount (amount) | Zero or more. |
| Discount (percentage) | From 0 to 100%. |
| Tax | From 0 to 100%. |

## Time to try

Sample data — it doesn't affect any real orders or amounts. The new layout is already on, so start by adding products by search, barcode scanning, or import, and change quantities, prices, and discounts in the table or in the line window. Also try Bulk change, Fields configuration, and Row height, and watch the totals update.

## Troubleshooting

### Messages that stop you from continuing

| Message | Fix |
| --- | --- |
| Product name is required. | Type the product name in the "Name" field, then click "Save". |
| Nothing to import. | Paste at least one row with a SKU that exists in Edara, then click "Import". |
| Clear the sort to reorder lines manually. | Click the sorted column header until the sort is cleared, then drag the row. |
| Product column can't be hidden. | The "Product" column is always visible. Hide any other column. |

### Why weren't some products added?

| Case | Cause | Fix |
| --- | --- | --- |
| Imported 3 lines · 1 SKU not found. | The spreadsheet has a SKU that doesn't exist in Edara. | Correct the SKU in your spreadsheet, then import that row again. |
| No products match. Try a different term, or create a new product. | No product matches the search term. | Change the search term, or click "Create New Product". |

## You May Be Wondering

**Can I go back to the classic layout?**

Yes. Click your user name at the top of the screen, go to "Preview features", and turn off the "New Document Layout" option.

**How do I change the default way to add products?**

Click the back arrow inside the open method to return to the "How to Add Items?" menu, then choose a different method.

**Can I get back a line I deleted by mistake?**

Yes. Click "Undo" in the notice that appears after you delete.