The status of a PO indicates its current stage in the procurement process. Understanding these statuses helps in effective order management, timely delivery, and ensuring a smooth supply chain.
PO Status | What does it mean? | What action causes it? |
Draft | The PO is being created but not submitted yet. | User clicking "Saved as Draft" button on a draft PO. |
Pending Approval | Waiting for some one to approve. | User clicking "Submit" button on a draft PO. |
Approved | The PO is approved by all the approvers. | The last approver approved the PO. |
Rejected | The PO was rejected by an approver. | An approver rejected the PO. |
Sent to Supplier | The PO is sent to the supplier successfully. | 1. Email was successfully delivered. |
Sent to Supplier Failed | The PO is failed to be sent to the supplier. | 1. The supplier email bounced. |
Acknowledged | Supplier confirmed the order. | Supplier acknowleged the PO directly. |
Shipped | Supplier shipped the order. | ASN is created for a PO. |
Partially Delivered | Some of the items have been recieved. | Partial Receipt is created. |
Delivered | All items have been received. | A reciept for all the items in the PO has been created. |
Returned | PO has some or all items that were returned. | A Return order was created against the PO. Actions > Return Order |
Partially Paid | Some payment has been made against the PO. | Order has been marked as Partially Paid. |
Paid | The PO is fully paid. | Order has been marked as Fully Paid. |
Closed | The PO is fully received and invoiced. | All the lines of the PO have been received and invoiced. |
Canceled | PO is canceled. | Canceling the PO. Actions > Cancel Order. |
Change Order | The PO is being edited post approval but not submitted yet. | Doing a Change Order. Actions > Change Order. |
Integrated | The PO is now available in your ERP system. | PO is approved and sync to ERP is enabled. |