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Adding and Renaming Purchase Order Statuses

Adding and Renaming Purchase Order Statuses

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

 

Adding Purchase Order Statuses

  1. On the left-hand side of any existing purchase order, click in the Status field to open the pop-up ‘Select Status’ window.

     

  2. Click in the wrench icon image-20250619-221012.png to expand the window, exposing additional settings.

    image-20250619-220705.png

     

  3. Click in the last row (with the green plus sign next to it) and enter a new status description.

    image-20250619-222734.png

     

  4. Click in either of the ‘Text Color’ or ‘Fill Color’ boxes to pop-up a color picker allowing you to customize the color of the text and/or fill for each status.

    image-20250619-222909.png

     

  5. Set one status as the default status that every new Purchase Order begins with (e.g., Pending is set as the default).

    image-20250619-223651.png



 

Renaming a Purchase Order Status

  1. Repeat Steps #1 and #2 from above.

  2. Click on the status that you want to rename or correct a misspelling. Your cursor will begin to flash at the location that you clicked. Move your mouse to the portion of the text that you want to correct, or highlight all the text and simply replace it.

    image-20250619-224319.png

You can change the color of your text or fill at any time. Changes to the color will only affect the aesthetics. No changes to color will have any effect on data whatsoever.