Editing purchase orders one by one in QuickBooks Online slows down procurement teams, especially when vendors announce mass pricing changes or part numbers need to be updated. This article explains how to efficiently edit purchase orders in bulk using SaasAnt.​​

By exporting your purchase orders, adjusting quantities, items, vendor details, or rates in a spreadsheet, and re-importing the updates, you can safely process bulk corrections. For quick, minor adjustments, use the Live Edit feature. This process maintains your transaction links, prevents duplicate POs, and ensures your purchasing data remains accurate without tedious manual entry.​​

Before you begin, remember that QuickBooks Online does not offer a native backup button on all plans. Always rely on SaasAnt’s Preview Mapping, Dry Run validation, and Undo/Rollback tools to ensure your changes are safe and reversible.​

Method 1: Edit Purchase Orders Using Modify (Export → Spreadsheet → Re-Upload)

This method is ideal when you need to make structural updates across dozens of purchase orders—such as applying a bulk price increase from a vendor, updating delivery locations, or adding custom fields.

Step 1: Open SaasAnt from QuickBooks Online

1. Sign in to your QuickBooks Online company file.

2. From the left menu bar, go to Apps.

3. Under Find apps, search for SaasAnt Transactions Online and authorize access if you haven't already.

4. Open the app from your My Apps tab to launch the SaasAnt dashboard.​

Step 2: Export Existing Purchase Orders

1. In SaasAnt, navigate to Batch Actions → Download.​

2. On the Download transactions screen, select:

   • Transaction/List: choose Purchase Orders​

   • Date Type: e.g., Search by Transaction Date​

   • Date Range: set the period for the purchase orders you want to modify​

   • Optional filters: Vendor, PO Status (Open/Closed), Amount range, etc.

3. Click Search to fetch the matching purchase orders into the grid.​

4. At the bottom-right, click Download ▼ and choose .csv or .xlsx to export the file.​

Step 3: Edit the Spreadsheet

1. Open the downloaded file using Excel or Google Sheets.

2. Locate the purchase orders you need to alter using the vendor name, date, or PO number.​

3. Update only the necessary fields. Common purchase order edits include:

   • Vendor Name or Shipping Address

   • Purchase Order Date & Due Date

   • Item Details (Product/Service, Description, Quantity, Rate, Amount)

   • Custom Fields or Memos​

4. Keep the original Purchase Order No column intact so SaasAnt knows exactly which transactions to overwrite in QuickBooks.​

5. Save your completed file as a CSV or XLSX.

Step 4: Upload the Modified File

1. Return to SaasAnt.

2. Go to Batch Actions → Modify.​

3. Select Purchase Orders under the Vendor Transactions category if prompted, then click Continue.​

4. On the Upload files screen, drag and drop your edited file or click Browse your files.

Step 5: Map QBO Fields Correctly

On the Map Fields screen, align your spreadsheet columns with the corresponding QuickBooks fields.​

1. Ensure critical fields are mapped properly:

   • Purchase Order Number​

   • Vendor

   • PO Date

   • Product/Service, Quantity, and Rate​

2. Click Preview Mapping to verify that your spreadsheet data aligns correctly with QBO fields.​

3. Once confirmed, click Review.​

Step 6: Review and Fine-Tune in the Grid

You will now see an editable grid displaying all the purchase order rows from your file.​

1. Scan the data to ensure accuracy. You can double-click any cell to make last-minute typo corrections directly in the grid.​

2. Optional: Use Preview (Dry Run) Mode to let SaasAnt validate the data without actively changing anything in your QuickBooks file yet.

3. Once satisfied, click Update QuickBooks.​

Step 7: Check Results, Download Logs, and Undo if Needed

After processing, SaasAnt displays a summary of the import.

1. Click Show Results to view the Modify results screen.​

2. On the Success tab, click the QuickBooks ID to view the live, updated purchase order in QBO. Use the Download ▼ button to save a permanent audit log of the changes.​

3. Check the Error tab for any failed rows. You can often click an inline Fix button to correct an invalid product or vendor name and re-submit it immediately.

4. If you realize you made a mistake, click the Undo button to roll back the successful changes, restoring the original purchase order data in QuickBooks.​

Method 2: Edit Purchase Orders Using Live Edit (On-Screen Bulk Edits)

The Live Edit feature allows you to change transaction data directly inside SaasAnt’s grid interface without creating, exporting, or importing a spreadsheet. It’s perfect for fast fixes, such as extending a due date or updating a memo on a handful of POs.

Step 1: Open Live Edit

1. In SaasAnt, go to Smart Entry → Live Edit.

2. Choose the preferred way to edit the purchase orders.

Step 2: Filter the Purchase Orders You Want to Edit

1. At the top of the Live Edit screen, set:

   • Transaction/List: choose Purchase Orders

   • Date Type: such as Search by Last Updated Date or Transaction Date

   • Date Range: the period for the purchase orders you want to adjust

   • Date Format: ensure this matches your QBO settings (e.g., MM/DD/YYYY)

2. Click Search to pull the matching purchase orders into the live grid.

Step 3: Edit Purchase Order Fields in the Grid

1. Locate the specific purchase orders you want to adjust.

2. Click directly into the grid cells to type in your revised values (such as changing a Vendor, Date, or Item Rate).

3. You can edit multiple rows at once across the screen.

Step 4: Submit Changes Back to QBO

1. Review the updated grid to ensure everything is correct.

2. Click Submit to sync the updates directly with QuickBooks Online.

Video Tutorial for Editing Purchase Orders in QuickBooks Online Using SaasAnt Transactions Online: