Status Codes for Purchase Orders

Purchase order status codes show the current stage of a purchase order, release order, or change order in the purchasing process.

As key events occur for a record, Deltek updates the status in the Status field on the General tab of the Purchase Orders form. Key events for a record include changing its information, sending a purchase order to an approver, approving a purchase order, and recording receipt of a delivery.

Status	Description	Can Be:
N - In Progress	A user is completing a form or dialog box for the purchase order. A user has changed the purchase order, but the user has not sent the purchase order to an approver for approval.	Copied, changed, submitted, and deleted by a creator or buyer who has the necessary security access. Opened, changed, and submitted by approvers for whom Edit All PO is selected on the Buyer tab in Settings > Purchasing & Inventory > Company.
S -Submitted	A buyer has sent the purchase order to an approver for approval. If the purchase order monetary quantity is inside the buyer's approval limit, the purchase order's status changes to Approved immediately after the buyer sends it to the approver.	Copied, opened, changed, and deleted by a creator or buyer who has the necessary security permission. Opened and changed by Approvers for whom Edit All PO is selected on the Buyer tab in Settings > Purchasing & Inventory > Company. When a submitted purchase order is changed, its status changes to In Progress. Approved by approvers. Approving a purchase order changes its status to Approved. Rejected by approvers. Rejecting a purchase order changes its status to Rejected.
A - Approved	An approver has approved the purchase order, and now it is ready to be final-printed, or A buyer has sent the purchase order to an approver, and its monetary quantity is inside the buyer's limit. After a purchase order has been approved, the approver's name displays in the Authorized By field on the General tab of the Purchase Order form; the purchase order cannot be changed; and the purchase order cannot be deleted.	Copied by creator, buyer, and approvers. Printed in draft form or in final form by creator, buyer, and approvers. Rejected by approvers, if the purchase order is not closed.
J - Rejected	An approver has refused to approve the purchase order in its current form. When a purchase order is rejected, the label on the Authorized By button changes to Rejected By on the General tab of Purchasing > Purchase Orders. The Rejected By field displays the name of the user who rejected the purchase order.	Modified by the creator or buyer or by approvers for whom the Edit All PO option is selected in Settings > Purchasing & Inventory > Company. This changes the status of the purchase order to In Progress. Copied by the creator, buyer, or approver. Deleted by the creator or buyer. Approved by the approver. This changes the purchase order's status to Approved.
P - Printed	The purchase order is final printed and complete, meaning that the purchase order was printed from Purchasing > Purchase Orders and not from Reporting. After they are received, the items listed in the purchase order’s line items grid are permitted to be accepted. The purchase order cannot be changed unless by a change order, cancelled order or, for a blanket purchase order, a release order. The purchase order cannot be erased. A standard order, service order, or any line items on a standard or service order can be turned into a voucher in Accounting > Accounts Payable > Create Voucher from PO.	Opened, copied, and seen by the creator, buyer, and approvers. Cancelled by the creator, buyer, and approvers. Changed via a change order by the creator, buyer, and approvers.
R - Released (Blanket Orders Only)	The blanket order cannot be deleted.	Copied by the creator, buyer, and approvers. Changed by another release order by the creator, buyer, and approvers.
G - Changed	The change order has been sent to an approver for approval. The change order cannot be deleted, changed, or canceled.	Opened and copied by the creator, buyer, and approvers. Approved by approvers.
C - Cancelled	To remove a purchase order after it has been final printed, you must cancel it. You cannot delete it from the database. To cancel a purchase order, use the Process > Cancel PO option on the Purchase Orders form toolbar. The Cancelled code shows that the change order has been sent to an approver for approval. No more change orders or release orders are permitted for the purchase order. The purchase order cannot be changed or deleted. The change order cannot be deleted, changed, or canceled.	Opened, seen, and copied by the creator, buyer, and approvers.
Y - Closed	The purchase order is closed. A purchase order can be closed by the creator and by buyers and approvers who have the necessary security permission. A purchase order can be selected to close automatically after it has been vouchered and the voucher has been posted. If a purchase order: Is approved but has not been sent to the vendor, you can close it to stop the purchasing procedure. Is printed, you can close it to stop the purchasing procedure. It is not available in Receiving. Has any items that were selected to voucher, you cannot close it unless you reverse the selection of the items in Accounting > Accounts Payable > Create Voucher from PO. When a purchase order is closed: Deltek displays a Y in the purchase order's Closed check box. The purchase order cannot be changed by any procedure, such as a change order or a release order. The purchase order cannot be canceled. The purchase order cannot have receivings written for it.