Purchase Order Statuses

Purchase orders have different processing statuses to reflect the record's position in the entire purchasing process.

The processing status for a purchase order is indicated in the status line in the header fields of a purchase order record. It may be different from the change order's processing status in the Change/Cancel Orders grid, or if it is a blanket purchase order, its release order's processing status.

The possible statuses are the following:

Status	Using an Approval Workflow	Not Using an Approval Workflow	Description
In Progress	The status is In Progress after you save a purchase order and before it is submitted.	The behavior is the same as when you use an approval workflow.	When a purchase order is in progress, the next step is to submit it. While the status is In Progress, you can delete, submit, or draft print the purchase order.
Submitted	The status is Submitted: After you click Submit on the Purchase Orders form. While each of the steps in the approval process is waiting to be approved. After each step is approved except the last step.	The Submit status is not used.	When you use an approval workflow: Submitting a purchase order starts the approval process. When the status is Submitted, you can perform any of the approval actions on the toolbar or draft print the purchase order.
Approved	The status changes to Approved when all the steps of the approval process have been approved for a purchase order. You click Approvals > Approve on the Purchase Orders toolbar to approve each step.	The status changes to Approved when you click Submit on the Purchase Orders form.	The status changes to Approved only if the monetary amount of the purchase order is not over the buyer's purchase order limit (as specified on the Buyers tab in Purchasing & Inventory Company Settings). When a purchase order has an Approved status, it: Can be final printed and closed. Cannot be edited or deleted.
Rejected	The status changes to Rejected when you click Approvals > Reject on the Purchase Orders form for any step in the approval process. Based on the configured approval workflow for the Purchase Orders application, a rejected purchase requisition could be automatically: Canceled. The status remains Rejected and the State changes to Cancelled. Sent back to the employee who submitted it. The status is changed to In Progress.	The status changes to Rejected when you click Reject on the Purchase Orders form. With a Rejected status, a purchase order: Can be edited by the person who created it or the buyers who are entered on the Buyer tab in Settings > Purchasing & Inventory > Company Settings with the Edit ALL PO checkbox selected. After a rejected purchase order is edited and saved, its status changes to In Progress, and it can be submitted again. Can be deleted or closed by the person who created it or by the buyers who can edit all purchase orders.
Printed	The status changes to Printed when a purchase order has been final printed. (You final printed it using the Print option on the toolbar in Purchasing > Purchase Orders with the Final (Mark as Printed) option selected on the Purchase Order Form print dialog box.)	This is the same as when you use an approval workflow.	A purchase order with a Printed status: Can be changed only by entering a change order or by cancelling it. For blanket purchase orders, you can now enter a release order. Cannot be deleted. Can be turned into a voucher in Accounts Payable > Create Voucher from PO. This applies to standard or service purchase orders.
Released	The status of a blanket purchase order changes to Released when you create and save a release order for it.	This is the same as when you use an approval workflow.	For blanket purchase orders with a Released status, you can: Enter change orders and release orders. Print a draft copy of the blanket order. Close it.
Changed	The status of a purchase order changes to Changed when you enter and save a change order for it and after you submit the change order.	This is the same as when you use an approval workflow.	For a purchase order with a Changed status, you can: Print a draft copy of it before you submit it and print a final copy of it after you submit it. Cancel it. Enter a change order for it.
Cancelled	The status of a purchase order changes to Cancelled when you click Process > Cancel PO on the toolbar of the Purchase Orders form. You can cancel purchase orders only if they have been approved and final printed (status is Printed).	This is the same as when you use an approval workflow.	A purchase order with a Cancelled status can be: Reprinted. Closed.