The purchase order lifecycle
| Status | Meaning |
|---|---|
| Draft | Being prepared. The only status where you can change lines. |
| Awaiting approval | Waiting for an approver (only if approval is switched on). |
| Approved | Approved and ready to send. |
| Submitted | Sent to the supplier. |
| Confirmed | The supplier accepted it. |
| Partially received | Some goods have arrived. |
| Received | Everything ordered has arrived. |
| Closed | Finished. Nothing more will be received. |
| Cancelled | Called off before any goods arrived. |
The usual path
Draft → Submitted → Confirmed → Partially received → Received → Closed
- Send to supplier emails the PO and marks it Submitted. Submit to supplier just marks it Submitted, for orders you sent by WhatsApp, phone or PDF.
- By default you must Mark confirmed before receiving. You can turn this off (see Settings reference).
- A PO that will never be completed (for example the supplier delivered short) can be closed from Partially received.
The Activity panel on each PO shows who created, sent, approved, received or closed it, and when.