Change Purchase Order Status
As purchase orders progress through the system, their status is changed to reflect their current state. Depending on the business process used at your organization, purchase orders may progress through different states. While organizations use different processes for managing the status of their purchase orders, at a high level, the following progression is often used:
Depending on the process used at your organization, constraints may be placed on changing status until a purchase order has been approved. That is, you may not be able to issue a purchase order until it has received required approval.
The status of the purchase order is changed by selecting the Action menu next to the label Status on the Purchase Order pages. Alternatively, you can use the buttons at the bottom of the page.
A purchase order is typically changed to Issued status to indicate that it is has been issued to the vendor and is in progress. If the purchase order requires approval, it cannot be issued until appropriate approvals have been received.
Purchase orders that have been previously denied, canceled, or placed on hold can be reissued.
Once a purchase order has been issued, the associated Inventory Stock Room tab is updated to reflect that the items are on order.
Change the status of a purchase order to Issued:
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Locate the purchase order you want to change.
To quickly locate purchase orders in Requested status, use the Requested filter available in the Purchase Order List.
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Choose between two options:
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Open the Action menu next to the word Status in the upper-right part of the page and select Issue.
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Click the Issue button at the bottom of the page.
The status will be changed to Issued. It is not necessary to save this change.
The inventory for this item is updated to reflect that the designated quantity is on order.
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If a printed, faxed or emailed version of the purchase order needs to be sent to the vendor, follow the procedures on the Print/Fax/Email Purchase Order page.
Purchase Orders can be denied, indicating that the buyer does not want to complete the order. A common example of this might be a circumstance in which another purchase order has been issued that would address the need.
Changing a purchase order to denied places it into a general closed state. Once a purchase order has been denied, it can be accessed at a later date and reissued.
If there are any line items associated with the canceled purchase order, order quantity will be changed to zero to ensure no inventory is held on reserve.
Change the status of a purchase order to Denied:
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Locate the purchase order you want to change.
To quickly locate purchase orders in Requested status, use the Requested filter available in the Purchase Order List.
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Choose between two options:
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Open the Action menu next to the word Status in the upper-right part of the page and select Deny.
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Click the Deny button at the bottom of the page.
The status is changed to Denied. It is not necessary to save this change.
Purchase Orders in Requested or Issued status can be placed on hold. This status is similar to denied, although it keeps the purchase order in a pending state, indicating that the buyer may want to reissue at a later date. Once a purchase order has been placed on hold, it can be accessed at a later date and reissued.
Change the status of a purchase order to On-Hold:
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Locate the purchase order you want to change.
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Open the Action menu next to the word Status in the upper-right part of the page.
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Select On-Hold.
The status is changed to On-Hold. It is not necessary to save this change.
On-order quantities listed for items on a purchase order placed on-hold will not be affected. The purchase order must be canceled or denied to decrement on-order quantities.
Purchase Orders that have been issued can be canceled, indicating that they no longer should be acted upon. Changing a purchase order to canceled places it into a general closed state. Once a purchase order has been canceled, it can be accessed at a later date and reissued.
On-order quantities listed for items on a purchase order that has been canceled are removed to indicate that the items are no longer on order.
Change the status of a purchase order to Canceled:
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Locate the purchase order you want to change.
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Open the Action menu next to the word Status in the upper-right part of the page.
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Select Cancel.
The status is changed to Canceled. It is not necessary to save this change.
If there are any line items associated with the canceled purchase order, the order quantity is modified to ensure no inventory remains on order. In most situations, the order quantity on the Line Items page is changed to zero. However, if some receipts were already processed for this purchase order, the order quantity is modified to equal the quantity received.
Once a purchase order has been fulfilled, it should be closed. Purchase Orders can only be closed if all items on order have been received. If no items on the purchase order are to be received, the purchase order should be canceled, rather than closed. If an issued purchase order will only be partially fulfilled, the order parameters must be changed on the Line Items page prior to closing it out so that all items on order will show as received.
If the purchase order has proceeded through an approval process, line items cannot be modified. The purchase order must first be unapproved.
Change the status of a purchase order to Closed:
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Locate the purchase order you want to close.
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Choose between two options:
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Open the Action menu next to the word Status in the upper-right part of the page and select Close.
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Click the Close button at the bottom of the page.
The status is changed to Closed. It is not necessary to save this change.
Issue Purchase Order