Purchase Order Status Legend
Purchase Order Status Types Explained
See below for an explanation of each type of status that a Purchase Order can be found in.
Not Sent
Not Sent means that the Purchase Order has been created against an approved Purchase Requisition, but it has not yet been marked as Sent. Invoices cannot be matched and Goods cannot be received against a Purchase Order in a Not Sent state.
Sent
Sent means that the Purchase Order has been created against an approved Purchase Requisition, and it has been marked as Sent. The Purchase Order can actually be in a Sent state, without it having been electronically delivered to the Supplier. This is an option when marking the Purchase Order as Sent. There may be reasons why you don't need the Supplier to receive it, for example you may have phoned ahead and placed your order with the Supplier, and you don't wish to send them a duplicate order.
Not Received
Not Received means that the Purchase Order has been marked as Sent, but no Goods Receiving notes have been created against the Purchase Order yet. In PurchasePlus, all items listed on a Purchase Order need to be marked as received on one or more Goods Receiving notes.
Partly Received
Partly Received means that the Purchase Order has been marked as Sent, and some of the items have been marked as received on a Goods Receiving note. Not all of the items have been received yet.
Received
Received means that all items on the Purchase Order have been marked as received across one or more Goods Receiving note. Once fully received, your accounts payable team can compare a Purchase Order to a matched Invoice to understand if the Invoice should be paid.
Invoiced
All invoiced states indicate that at least one Invoice has been matched to the Purchase Order. A green Invoiced state indicates that all received products have been fully accounted for on one or more of the matched Invoices.
Invoiced
An orange Invoiced state indicates that at least one of the received products has not yet been accounted for on one or more of the matched Invoices.
Invoiced
A red Invoiced state indicates that the total of matched invoices exceeds the value of the Purchase Order.
Closed
Invoiced means that at least one Invoice has been matched to the Purchase Order and some or all of the items on the Purchase Order have been invoiced. There are three sub-states of the Invoiced State
Cancelled
Cancelled means that at least one Invoice has been matched to the Purchase Order and some or all of the items on the Purchase Order have been invoiced. There are three sub-states of the Invoiced State
