PO Statuses

The PO Statuses page allows you to define or edit purchase order status values (for example, New, Pending Approval) and to specify parameters that associate the status value with particular types of application behavior.

To define or edit a status value:

1. Open the Administration Menu page.

2. Under the PURCHASING ADMIN heading, click PO Statuses.

3. Specify the status you want to define or edit by doing one of the following:

   • To define a new status, enter a status name in the Purchase Order Status field and click ADD.
   • To edit an existing status, select the status name in the PO Status field.

4. To rename the status, enter a value in the Rename field.

   All existing purchase orders will be updated to reflect the new name.

5. Enter a value in the Tab Order field.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

6. In the Active field, select Yes to make this status active.

   Inactive status values are retained in the system but not displayed to users.

7. Define the required DEFAULTS.

   The Defaults are used to specify which application actions will result in a purchase order being automatically assigned this status value. A single PO status can be the default for multiple actions. However, only one PO status should have a Yes setting for each action.

   • Default Open Status – Selecting Yes defines the selected status as the default status for newly created purchase orders. This causes the system to assign this status to new purchase orders when they are created. Only one PO Status should have a Yes setting for this field.

   • Closed Status – Selecting Yes causes the system to assign this status to new purchase orders when they are closed. Only one PO Status should have a Yes setting for this field.

   • Waiting Approval Status – Selecting Yes causes the system to assign this status to a new purchase order that requires approvals. It remains in this status until all approvers have either approved or declined the purchase order. This value is only displayed if the Approvals module is enabled.

   • Approved Status – Selecting Yes causes the system to assign this status to a purchase order when all approvers have approved the purchase order. This value is only displayed if the Approvals module is enabled.

   • Declined Status – Selecting Yes causes the system to assign this status to a purchase order when one or more approvers have declined approval for the purchase order. If Advanced Approvals are configured, this status will apply to the initial PO only. If alterations are declined, the Alteration Declined status would instead apply. This value is only displayed if the Approvals module is enabled.

   • Alteration Declined Status – An alteration is any modification made to the original PO, for example, the addition of goods or services. Selecting Yes causes the system to assign this status a purchase order when one or more approvers declines approval for the altered purchase order. This value is only displayed if the Approvals module is enabled and is only used if Advanced Approvals are configured.

   • Auto Update if Partial Receipt – Selecting Yes causes the system to assign this status to a purchase order where at least one, but not all items have been received. This default cannot be set to Yes in conjunction with the Default Open, Closed, or Auto Update if Full Receipt defaults and cannot be set to Yes if the Canceled flag is set to Yes.

   • Auto Update if Full Receipt – Selecting Yes causes the system to assign this status to a purchase order where all items have been received. This default cannot be set to Yes in conjunction with the Default Open default and cannot be set to Yes if the Canceled flag is set to Yes.

8. Define the required FLAGS.

   The Flags are used to define which internal status flags are set when this status value is assigned to a purchase order. When these flags are set, certain application actions take place. For example, if you set the "Exclude from Reporting" flag to Yes, purchase orders in the specified status will not be included in purchase order reports.

   • Canceled – Setting this flag to Yes marks the purchase order as cancelled.
   • Exclude from Reporting – Setting this flag to Yes causes purchase orders with this status to be excluded from Purchase reporting.
   • Alteration In Progress – Setting this flag to Yes marks this purchase order as being in the process of being altered. It can then be sent for re-approval.
   • Locked Status – Setting this flag to Yes marks the purchase order as locked for editing. Only users who have been granted the Buyer Access and Update Locked PO (Buyer Only) security rights can update locked purchase orders. A purchase order in a locked status can still have items received against it. If the Auto Update if Partial Receipt/Auto Update if Full Receipt statuses are defined, the PO status will update upon receipt.

9. Click UPDATE.

If Advanced Approvals functionality is enabled, a status must be set up for all of the defaults and flags, with the exception of the Excluded from Reporting flag. For more information, see Advanced PO Approval Configuration.