The Various Status Of Purchase Order

The Various Status Of Purchase Order


The Purchase Order status includes  
  1. Open 
  2. Approved Or Rejected
  3. Sent Or Canceled
  4. Completed

Open Purchase Order

  1. Once a Purchase Order is generated, it comes with an Open status.
  2. Generated PO can only be Approved or Rejected 
  3. This can be edited by clicking on the edit icon, here you can delete an item  or edit the rate, quantity and the brand of the inventory item selected and click on the “Update Button” to save changes,
  4. By clicking on “Add more items” more inventory items can be added to the PO, such new item rate, quantity and brand and then clicking on the “Update button” to save new PO items.



Approved or Rejected Purchase Order

  1. Open POs can be updated to Approved when the user with the right permission clicks on the Approved button,
  2. This action changes the PO status from "Open" to “Approved”.
  3. Once approved, a mail is sent to the user who created the PO on the new status of the PO. At this point, the approved PO can only be “Sent” or “Canceled” by the user with the right permissions to “send or cancel” an approved PO.
  4. Open POs can however be Rejected. Once rejected , no other action can be performed on it, It can only be viewed
  



Sent Or Canceled Purchase Order

  1. Once an Open PO is approved, You can send this PO to the supplier via the suppliers email address by clicking on the “Send PO” button.
  2. This action automatically sends the generated PO to the email address of the supplier, attaching the PO as a pdf file.
  3. Once sent, the PO status changes to “Sent”
  4. An approved PO can be canceled when the “Cancel PO” button is clicked.
  5. This changes the approved status to Canceled. Once canceled a mail is sent to the supplier, informing the supplier that the purchase order has been canceled.
  6. Canceled POs can only be viewed.



Completed Purchase Order


  1. When the supplier has supplied the items requested for in the PO, sent POs can be verified, by clicking on the “Verify Fulfillment” button,
  2. This shows all items sent to the supplier, confirm if the items quantity supplied meets requirement . After verifying , click on the “Complete PO” button to update status to Completed .
  3. Completed POs mark the end of the Purchase order process. Completed POs can only be viewed and downloaded.







N.B: For every update on the Purchase order process, a mail is sent to the user who created the PO on its  progress.


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