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How to Mass Edit and Bulk Save Items in a Document

Update the same field for multiple items at once with Mass Edit, or save several manually edited items together with Bulk Save.

TABLE OF CONTENTS:

Mass Edit vs. Bulk Save: What's the Difference?

These are two separate mechanisms that solve two different problems:

  • Mass Edit is a dedicated panel for updating specific shared fields, such as supplier, and custom item fields, across multiple selected items without opening each item in Edit mode.
  • Bulk Save lets you edit several items individually and save all changes at once instead of saving each item separately.

How to Use Mass Edit

If you need to enter or select the same option for multiple lines in an item table, you can use mass editing—no more copying values one by one.

Here's how to do it with mass editing:

  1. Find the item table: Open a document you’d like to change and scroll down.
  2. Select items: Check the boxes in the leftmost column for the lines you want to edit.
  3. Open mass edit: Once multiple items are selected, the Edit Items button appears at the bottom of the screen. Click it to open the sidebar.
  4. Apply changes: Enter the necessary values in the sidebar and click Save. The changes will be applied to all selected items.

💡Please note:

  • Your access to Mass Edit follows your permission to edit the same fields manually. There is no separate permission for mass actions.
  • Changes saved in one Mass Edit action appear as a single entry in the document's revision history.

Where Mass Edit Is Available

Mass Edit is available only for supported document statuses and to users who can edit the document at that stage. Explore the table below.

Document Available statuses and who can use the mass edit 
Purchase requisition Draft—Requestor;
In Revision—User currently revising the document;
Pending—Approver;
Purchase order Draft—Requestor;
In Revision—User currently revising the document;
Pending—Approver;
Matching—Purchaser (custom item fields only, on the matching table);
Invoice Draft—Requestor;
In Revision—User currently revising the document;
Pending—Approver (custom item fields only);
Expense Pending—Approver (custom item fields only);

Fields You Can Update with Mass Edit

The fields you can mass edit depend on the document type. See the table below.

Document Available fields for mass editing
Purchase requisition Category (a custom document field), supplier, custom item fields (text, date, or dropdown type)
Purchase order Category, if your company has categories enabled as a custom document field (not available for blanket purchase orders); item custom fields.
Invoice Custom item fields only, including invoices created from the AP Inbox.
Expense Custom item fields only.

💡Please note:

  • Supplier field can be available for Mass Edit only in purchase requisitions. It isn’t available through Mass Edit in purchase orders or invoices.
  • Setting a custom item field value automatically updates the linked budget, just as in single-item editing. If the field value or resulting budget is invalid, the changes aren’t saved.

Restrictions for Mass Editing

Mass Edit can be hidden or restricted in a few cases:

  • If the document contains only one item, the selection checkbox is not displayed. Edit the item individually instead.
  • If your role has no supported fields to edit.
  • Mass Edit is unavailable for documents with split costs.
  • If a purchase requisition was created from a marketplace, the supplier field is locked for mass editing.
  • The purchase requisition setting Restrict Editing for Catalog Items applies to Mass Edit too. If Supplier or Custom Item Fields restrictions are on, these fields become limited for mass editing based on user roles. Learn more about this function here.
  • In purchase requisitions, changes can't be saved through Mass Edit if any selected item has a price of 0. You will see the error message, and the supplier and custom field values will remain unchanged.

    Please set the correct prices before you use the mass edit function or mark items as Free of Charge.

How to Bulk Save Items in Edit Mode

Bulk Save is available on item tables for purchase requisitions, requests for proposal, purchase orders, and invoices in the Draft, In Revision, and Pending statuses.

To bulk save items:

  1. Open two or more items in Edit mode.
  2. Once at least two items are in Edit mode, the Edit and Save action bar appears below the table.

    Opening Edit mode on a second item and each item after that automatically checks its box and adds it to the Save bar.

  3. Click Save to apply the changes for all checked items.
  4. To keep editing one item without including it in the bulk save, uncheck its box or save it directly in its row. The other items will remain in Edit mode.

💡Please note: If during bulk saving validation fails for any item, none of the changes are saved. All affected items remain in Edit mode so you can correct the issue and try again.