Copy Purchase Orders

Updated at August 8th, 2025

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Copy Purchase Orders Copied Details Header fields Item fields Details Not Copied Status Audit

Copy Purchase Orders

In ProSpend, you can copy past purchase orders to create new ones. As a claimant, you can go into any of the past purchase orders which can be in any status and click on Copy button on the top to create a new purchase order with most of the data being the same.

Copied Details

Below are the details that will be copied over from the original purchase order -

Header fields

Claim category (header category)
Supplier
Claim description
Delivery details
Reference
Amounts On
Email To
Email Address (if present)
Amounts are

Item fields

Expense category
Cost centre
Project group (if present)
Project (if present)
Expense type
Activity code (if present)
Description
Description 2 (if present)
Custom fields (if present)
Units (if present)
Price (if present)
Item code (if present)
Gross amount
Tax code
Tax amount
Splits
Recipients

Details Not Copied

Below are the details that won't be copied from the original purchase order -

Claimant name - claimant will be the user who is copying the purchase order.

Purchase order date - this will be set to the date on which the purchase order is being copied.
Quote document, notes and supporting documents won't be copied, so the claimant can add new documents and notes.
With regards to the approval workflow, the system will use the PO workflow linked to your profile (at that point of time).

With regards to the user permissions, your permissions at the time of copying the PO will still apply. You can still copy a PO linked to categories or cost centres that you don't have access to but those lines will be invalid.

The above applies for any old data too such as expense types, cost centres, activity codes, etc. For example - at the time of copying, if the expense types chosen in the old PO are inactive, that field will be left blank and those lines will be invalid.

The new purchase order won't be linked to any supplier payments, even if the original purchase order is linked to any supplier payments.

Status

The new purchase order will be created in not submitted status irrespective of the status of the original purchase order. This way the claimant can update any details that have to be updated and then submit it for approval.

Audit

In claim history of the copied to purchase order, you can see the claim ID of the purchase order which was copied from.

In claim history of the copied from purchase order, you can see the claim ID of the purchase order which was copied to.

Please reach out to us if you want this setup.

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Copy Purchase Orders

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Copy Purchase Orders

Copied Details

Header fields

Item fields

Details Not Copied

Status

Audit

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