Overview
A purchase order's status controls which actions appear on it, so the right options surface at the right point in the purchasing process. Six default statuses are possible:
Draft: Set automatically when a purchase order is first created or returned for editing.
Submitted: Set when an order is submitted via
Submit as Purchase.Partially received: Set when some but not all products on the order have been marked as received.
Received: Set when all products on the order have been marked as received.
Billed: Set when an order is submitted via
Submit as Bill.Archived: Set when an order is archived; the prior status is preserved and restored if the order is unarchived.
👥 Access permissions
Only users with permission to access Purchase Orders can create or edit orders. Review user roles before granting access.
📍 Location in the app
Purchasing>Purchase Orders
Draft status
A purchase order enters Draft status automatically when first created, and again whenever a submitted purchase or bill is reopened for editing via Edit Purchase or Edit Bill.
A new purchase order in Draft displays the following actions:
CloseSubmit as BillSubmit as Purchase
A bill returned to Draft via Edit Bill displays:
CloseUpdate Bill
A purchase returned to Draft via Edit Purchase displays:
CloseSubmit as BillUpdate Purchase
Submitted status
A purchase order moves to Submitted when Submit as Purchase is selected. A purchase order has been generated and can be printed or emailed to the supplier.
The following actions are available while a purchase order is in Submitted status:
CloseOptionsEdit Purchase
The Options button opens a menu of additional actions:
Print / Email
Convert to Bill
Split order
Duplicate
Change supplier
Archive
📝 Note
When an accounting integration is connected and integration settings are enabled, the purchase order is also pushed to the accounting package.
Partially received status
A purchase order moves to Partially received when some (but not all) products on the order are ticked as received.
The following actions are available:
CloseOptionsEdit Purchase
📝 Notes
The order takes Partially received status but retains its original type. A purchase order or bill remains a purchase order or bill.
Received status
A purchase order moves to Received when all products on the order are ticked as received.
The following actions are available:
CloseOptionsEdit Purchase
📝 Note
The order takes Received status but retains its original type. A purchase order or bill remains a purchase order or bill.
Billed status
A purchase order moves to Billed when Submit as Bill is selected. A bill is generated, requesting payment to the supplier.
The following actions are available while a purchase order is in Billed status:
CloseOptionsEdit Bill
The Options button opens a menu of additional actions:
Print / Email
Convert to Purchase Order
Split order
Duplicate
Change supplier
Archive
📝 Note
When an accounting integration is connected and integration settings are enabled, the bill is sent to the accounting package.
Archived status
An archived purchase order keeps the same action buttons it had before archiving, based on the status it was in at the time. For example:
A purchase order archived from Draft retains the
Close,Submit as Bill, andSubmit as Purchaseactions.A purchase order archived from Submitted retains the
Close,Options, andEdit Purchaseactions.
📝 Notes
Purchase orders cannot be deleted. They can only be archived.
When unarchived, a purchase order returns to the status it was in before being archived.
Action buttons
Submit as Bill
Generates a bill, requesting payment to the supplier via the accounting package. The purchase order then appears in the Purchase Orders list with Billed status.
📝 Notes
When an accounting integration is connected, the corresponding purchase order is updated to reflect the Billed status.
Sending new bills to the accounting package can be enabled or disabled via
Settings>Integrations. This option is disabled by default.
Submit as Purchase
Generates a purchase order that can be printed or emailed to the supplier. The purchase order then appears in the Purchase Orders list with Submitted status.
Edit Bill
Returns a bill to Draft status for editing.
Edit Purchase
Returns a purchase order to Draft status for editing.
Update Bill
Saves changes to a bill and pushes the updates to the accounting package (when an integration is connected and enabled).
Update Purchase
Saves changes to a purchase order and pushes the updates to the accounting package (when an integration is connected and enabled).
Close
Closes the purchase order. The status remains the same, and any unsaved changes (Contact, Bill to, Products, etc.) are saved before the order closes.