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Purchase Order statuses and action buttons
Purchase Order statuses and action buttons

Purchase Order statuses and options explained.

Updated over a week ago

Statuses

Purchase Orders (PO) have six (6) default statuses (Archived, Draft, Submitted, Partially Received, Received, and Billed) that are automatically assigned depending on the stage the Purchase Order is at.

πŸ—’οΈ Note: each of these statuses has different options/actions available.


Filtering statuses

To view Purchase Orders of a particular status i.e. to view all Draft Purchase Orders only, select Draft and deselect other statuses in the the Statuses filter.


Flow of statuses

Statuses automatically update when changes are made to a Purchase Order in the following areas:

Status flow

Status automatically updates when changes made to a Purchase Order in:

πŸ—’οΈNote:

Draft

v

New Purchase Orders are assigned Draft until submitted as a Bill or as a Purchase Order.

Editing a submitted Purchase Order or a Bill will change the status back to Draft.

Submitted

v

When Submit as Purchase or Update Purchase has been selected.

Partially Received

v

When some (and not all) Products/Goods are ticked/checked as received on a Purchase Order.

Received

v

When all Products/Goods are ticked/checked as received on a Purchase Order.

Billed

A Bill has been generated.

Archived


Changing the Status on a Purchase Order

There are various ways to change the status of a Purchase Order:


Statuses

Archived status

πŸ—’οΈ Note: Purchase Orders cannot be deleted, they are moved to Archived.

If a Purchase Order is Archived the action buttons visible match that of the Order prior to being Archived i.e. if the Order was in Draft status prior to being Archived, the action buttons would be Close, Submit as Bill and Submit as Purchase, after being Archived the actions buttons remain the same, as Close, Submit as Bill and Submit as Purchase.

πŸ—’οΈ Note: when Purchase Orders are Unarchived they are the returned to the Status they were in prior to Archiving.


Draft status

A newly created Purchase Order will automatically be assigned Draft status, a Bill that is being edited, or a Purchase that is being edited will be returned to Draft status.

The status will change from Draft to Billed when Submit as Bill, or Submitted when Submit as Purchase has been selected.


A new Purchase Order in Draft status will display the following action buttons:


When Edit Bill is selected, the Bill will change to Draft status and will display:


When Edit Purchase is selected, the Order will change to Draft status and will display:


Submitted status

When Submit as Purchase is selected a Purchase Order has been generated/raised.

πŸ—’οΈ Note: if integrated with an accounting package, and integration settings enabled, a Purchase Order will also be pushed to your accounting package.

In Submitted status the Purchase Order will display:


Partially Received status

When a Purchase Order is in Partially Received or Submitted status ticking the checkbox beside each Product allows you to mark receipt of goods; if only some of the Products are checked then the Partially Received status is marked.

In Partially Received status the Purchase Order will display:


Received status

A Purchase Order is marked Received when all Products have been marked as received by ticking the checkbox beside each Product.

In Received status the Purchase Order will display:


Billed status

When Submit as Bill is selected a Bill is generated/raised.

πŸ—’οΈ Note: if integrated with an accounting package, and integration settings enabled, a Bill will be sent to your accounting package.

In Billed status the Purchase Order will display:


Action buttons

Submit as Bill

Submit as Bill requests a payment be made to your Supplier, in your accounting package.

Purchase Orders are then be listed on the Purchase Orders page with the status Billed.

πŸ—’οΈ Notes:

  • If integrated with an accounting package, the corresponding PO will be updated to reflect the Billed status

  • Sending new bills to your accounting package can be enabled or disabled via the Integrations page. By default, this option is toggled disabled/OFF.


Submit as Purchase

Submit as Purchase generates a Purchase Order to be printed or emailed to your Supplier.

Purchase Orders are then be listed on the Purchase Orders page with the status Submitted.


Edit Bill

Returns a Bill to Draft status for editing.


Edit Purchase

Returns a Purchase Order to Draft status for editing.


Update Bill

Update Bill updates a Bill with changes, and updates your accounting package (where integrated and enabled).


Update Purchase

Update Purchase updates a Purchase with changes, and updates your accounting package (where integrated and enabled).


Close

  • Close will close the Purchase Order.

  • The Status will remain the same.

  • Any changes to the Purchase Order will be saved i.e. changes to Contact, Bill to, Products etc.


Options

Options are available once a Purchase Order has been submitted as either a Billed or Submitted. The Options button allows you to:


Print/Email

Print or Email the Bill/Purchase Order, to your Supplier, with or without pricing.


Customise email content

Edit your default email content message, in the text field, prior to emailing a Purchase Order.


Attachments

Select from attachments in Collaborate (these will be listed under add attachment) or select add attachment to add a new attachment.


Contacts to include on the email

Choose from listed Contacts, or select add contact to add a new contact to the email

  • Select Edit to edit existing Contacts if changes are required to name, email address and/or phone numbers.


Sending the email

Select Options > Email to send the email.

πŸ—’οΈ Notes:

  • Selecting Options > Email will update the status of the Purchase Order in your accounting package

  • The option to email or print a Purchase Order (under Email/Print) won't be visible if Customise where quote email replies are sent: is disabled under Quote settings and/or Customise where purchase order email replies are sent: is disabled under Purchasing settings.


Convert to Purchase Order

Converts a Bill to a Purchase Order.

The Purchase Order can then be edited, printed or emailed, duplicated or archived.


Convert to Bill

Converts a Purchase Order to a Bill to let your team know that it's ready to be paid.

The Bill can then be edited, printed or emailed, duplicated or archived.

πŸ—’οΈ Notes:

  • If integrated with an accounting package, the corresponding PO will be updated to reflet the Billed status

  • Sending new bills to your accounting package can be enabled or disabled via the Integrations page. By default, this option is toggled disabled/OFF.


Duplicate

This will duplicate the Purchase Order as a new Purchase Order with a new order number automatically assigned.


Change Supplier

Changing the Supplier on a Purchase Order removes all contact and address details from the Purchase Order and sets it back to Draft staus.

All product and pricing information remains on the Purchase Order.

Any corresponding accounting package Order will be deleted and recreated under the new Supplier name.


Archive or Unarchive

Archives or Unarchives the Purchase Order.

πŸ—’οΈ Note: archived Purchase Orders can be viewed on the Purchase Orders and Purchase History pages. Select Archived in the status filter.


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