Use Adaptive PO conversion when you need full edit access to a QuickBooks, Procore, or External purchase order and any bills linked to it. After conversion, the PO becomes an Adaptive purchase order and no longer syncs with the original external system.
1. When to Convert a PO
Convert a PO when you need to edit the PO or linked bill details directly in Adaptive.
External POs are read-only in Adaptive. This includes:
QuickBooks POs
Procore POs
External POs
After conversion, Adaptive creates a new Adaptive PO from the original PO details. Linked bill lines are moved to the new Adaptive PO so you can continue working with them in Adaptive.
Important: Adaptive POs do not sync back to QuickBooks, Procore, or other external systems after conversion.
2. Convert a PO from the Purchase Order
To convert one PO:
Open the purchase order.
Review the banner that explains the PO type.
Select Learn more if you want to review conversion details.
Select Convert to Adaptive PO.
Review the confirmation message.
Select Confirm.
After conversion, Adaptive opens the new Adaptive PO.
3. Convert a PO from the Purchase Orders List
To convert from the Purchase Orders page:
Go to Purchase Orders.
Find the QuickBooks, Procore, or External PO.
Select the Convert to Adaptive PO icon or action.
Review the confirmation message.
Select Confirm.
The converted PO becomes an Adaptive PO and is editable in Adaptive.
4. Convert Multiple POs in Bulk
To convert multiple POs at once:
Go to Purchase Orders.
Select the POs you want to convert.
Open Actions.
Select Convert to Adaptive PO.
Review the confirmation message.
Select Confirm.
Adaptive converts the selected POs that you have permission to update. If some selected POs cannot be converted, Adaptive converts the eligible POs and shows a partial success message.
5. Convert from a Linked Bill
If a bill is linked to an external PO, Adaptive may show a message explaining that the bill cannot be edited while it is linked to that PO.
To convert from the bill:
Open the bill.
Find the linked PO alert.
Select Convert to Adaptive PO.
Review the confirmation message.
Select Confirm.
After conversion, the linked bill lines are connected to the new Adaptive PO and can be edited in Adaptive.
6. What Happens During Conversion
Before confirming, Adaptive warns you that:
The converted Adaptive PO will not sync with the original external system.
The original external PO will be deleted or soft deleted, depending on the source.
After conversion, linked objects can be edited within Adaptive.
Conversion behavior depends on the original PO type:
QuickBooks POs: The original synced QuickBooks PO is deleted from QuickBooks. This may take some time to complete.
Procore POs: The original Procore PO remains in Procore, but is soft deleted in Adaptive.
External POs: The original external PO is soft deleted in Adaptive.
7. What You Can Edit After Conversion
After a PO is converted to an Adaptive PO, you can edit Adaptive-managed fields such as:
PO number
Date
Amounts
Line details
Linked bill details
Fields connected to existing bills may still depend on the bill’s status and normal editing rules.
8. If Conversion Is Not Available
The Convert to Adaptive PO option may not appear or may be disabled if:
The PO is already an Adaptive PO.
You do not have permission to update the PO.
Adaptive PO features are not enabled for your company.
You are viewing a linked bill that cannot be converted from that workflow.
If you have questions that aren’t answered in our Knowledge Base, please reach out to us at [email protected]!