Every purchase order goes through a process ‘lifecycle’ from the time it’s created, to the time it’s been paid, and filed away. Purchase Order ‘Status’ allows you to keep your purchase orders organized by the various stages of this process. You determine the process that works best for your organization.
If you don’t know where to start, you might want to begin with a fairly generic linear process that looks something like the example below, then modify it to fit your needs as you see fit.
Pending(Default)-> Submitted-> Received-> Invoice Received-> Exported
Using Statuses to Manage your Purchase Orders
The Summary tab provides you a quick and easy way to navigate your purchase orders, view their aging, and review the details.
The default view is ‘Group By: Status’. Additionally, you can instantly group your purchase orders by clicking the respective radio button for: vendor, project, or none.
Group By: Status
Select the Group By: Status option.
Select any status to filter the view on the right-hand panel.
Double-click any purchase order in the right-hand panel to open that specific purchase order.
Group By: Vendor
Group By: Project
Group By: None
Selecting the ‘Group By: None’ option will display every purchase order in the system. The default sort order is by ‘Aging’ (oldest to newest). However, you can click on any of the headers in the purchase order’s detail panel and sort ascending or descending by that column.
As with all the other group-by options, double-clicking on any purchase order will open directly to that purchase order and its associated items.
Adding Purchase Order Statuses
On the left-hand side of any existing purchase order, click in the Status field.
Right click in the PO Status list field.
Hover your mouse over the ‘Add’ option, enter a name/description in the field, and press ‘Enter’.
Renaming a Purchase Order Status
Repeat Step #1 from above - Click in the Status field.
Right click in the PO Status list field.
Hover your mouse over the ‘Rename’ option to make an edit to the existing name and hit ‘Enter’ to save your change.
