Purchase order statuses
Status | Meaning |
Draft | The purchase order is being prepared. Its commercial terms can be edited. |
Waiting for approval | An approval request is open. You can cancel the request when you have permission. |
Approved | The purchase order has been approved. It can move into actualization or be voided. |
Rejected | The approval was rejected. Return it to draft to revise and resubmit. |
Actualizing | The purchase order is being matched to payments or actual spend. |
Paid | The purchase order has been paid. |
Void | The purchase order is no longer active. |
Move a purchase order through the lifecycle
Create or open a purchase order in Draft.
Add line items, account assignments, contacts, and payment details.
Submit it for approval. The status changes to Waiting for approval.
After approval, review the Approved purchase order and move it into actualization when payment activity begins.
Review actualized and paid amounts in the purchase order detail panel.
The actions shown in the detail panel depend on the current status and your access. For example, Move to draft is available for an approved purchase order, while Cancel approval request is available while it is waiting for approval.
Correct or close a purchase order
Use Move to draft when the purchase order can be revised before approval or after an approved state that permits the transition.
Use Void for an approved or actualizing purchase order that should no longer be active.
Use Delete only for a draft purchase order when you have permission.
Use Duplicate to create a separate purchase order from an existing one.
Download a PDF from the Actions menu when you need a copy of the purchase order.