Purchase order statuses
A purchase order moves through seven statuses. See purchase orders for the full lifecycle explanation.
| Status | What it means | How it changes | What you can do |
|---|---|---|---|
Draft (draft) | Being built — not yet submitted or visible to a supplier. | Starting point for every order. | Edit, submit for approval, delete, download PDF. |
Pending approval (pending_approval) | Submitted, waiting for someone with approval rights to review it. | Set when a draft is submitted. Approving moves it on; rejecting returns it to draft. | Approve, reject, download PDF. |
Approved (approved) | Signed off and ready to send. | Set when someone with approval rights approves a pending order. | Send, download PDF. |
Sent (sent) | Issued — locked from further editing. | Set when an approved order is sent, recording that it has been issued. | Receive against it, close it, download PDF. |
Partially received (partially_received) | Some, but not all, of the order's quantity has arrived. | Set automatically when a goods receipt posts part, but not all, of the ordered quantity. | Receive against it, close it, download PDF. |
Received (received) | The order's full quantity has arrived — or what remained has been closed short. | Set automatically once every line has received its full ordered quantity, or once closing the last outstanding line short rolls the order up. | Download PDF. |
Closed (closed) | A manual end state — whatever was still outstanding has been abandoned. | Set by closing the order, from Sent or Partially received. | Download PDF. |
Which actions appear when
- Edit and Delete appear on drafts only.
- Reject appears only on an order pending approval, and returns it to draft.
- Close appears only on an order that is Sent or Partially received — not on one already Received.
- Download PDF is available at every status.