# Other Actions in Purchase Orders

Closing short, cancelling, duplicating a repeat order and converting to a bill.

Two of these look similar in the menu and mean opposite things about whether anything actually happened.

![The overflow menu on an open purchase order, reached from the three-dot button in the record's toolbar. It offers Mark as Issued, Convert to Bill, Clone, and in red at the foot Delete.](https://www.sorviai.com/help/purchase-orders/purchase-order-actions-menu.png)

*Convert to Bill is the one that creates a liability. The rest only move the order around.*

## Close short or cancel

**Close short** (Some of it arrived)

- Yes: Keeps everything already received and billed
- Yes: Removes the balance from your incoming queue
- Yes: Right when the vendor cannot supply the rest
- No: Not available on an order with nothing received

**Cancel** (None of it happened)

- Yes: Right for an order raised in error or withdrawn
- Yes: Leaves the order visible with a cancelled status
- No: Refused once anything has been received or billed
- No: Does not reverse a receive. Reverse that first.

> **Tip:**
>
> **Tell the vendor either way**
>
> Neither action notifies them. An order closed short in your system is still an open order in theirs until somebody says so.

## Convert to a bill

When the vendor invoice arrives, convert the purchase order to a bill. The lines, quantities and prices copy across and you adjust only what genuinely differs. Anything you change is a discrepancy worth a moment's thought before you approve it.

- Converting proposes received quantities, not ordered ones, which is usually what the invoice covers.
- One order can produce several bills when the vendor invoices per delivery.
- Converting does not close the order. It closes when everything is received and billed.

## Duplicate and bulk actions

| Action | What it does |
| --- | --- |
| Duplicate | Copies lines, quantities, prices and delivery location into a new draft. |
| Bulk issue | Issues every selected draft, skipping ones already issued. |
| Bulk email | Sends each order to its own vendor contact. |
| Bulk close | Closes selected orders short. Refused on orders with nothing received. |
| Export | CSV of the columns and filters currently on screen. |

Duplicating copies prices from the original rather than from today's item costs, so check them on an old order before issuing.