Every Purchase Order (PO) created in your inventory will display one of the following statuses. Here's an overview of the life cycle of a Purchase Order, and how it progresses through the various stages.
Status of a Purchase Order (PO):
Draft
The draft stage is an optional status that you can apply to your PO. It is very useful if you want to note tentative purchase orders. This means that the order has not been made yet and there is no change to your stock level.
At this stage, orders will not be reflected in your incoming stock. You will also be able to edit the PO in its entirety.
Once you are ready to begin receiving your POs, go ahead and click 'Approve Quote' on the top right-hand corner.
The order status will then get updated to ‘Active’.
Active
The Active stage is where you will begin to receive the goods in your Purchase Order. You can choose to partially receive purchase orders or receive all the goods. You can also add landed costs to your received delivery (if required).
During the 'Active' stage, if your QuickBooks Commerce account is integrated with any accounting software such as QuickBooks or XERO, your data will be synced.
The PO will also be reflected in your stock reports as Incoming.
You will also be able to edit the PO in its entirety, such as the quantity of stock received (partially or in full), adding landed costs and voiding it.
In the example below, you will notice that you can view the Backorders and History related to this PO. Just switch between the tabs.
You have the ability to 'Clone' POs as well.
Text Are you handling repeated orders for the same quantity of goods monthly? Instead of creating a PO monthly, simply Clone the order.
Once you receive all your goods, your PO status will then progress to ‘Received’.
Received
At this stage, all your goods have been received and your stock levels would have increased. The PO is not editable in this final stage.
If you need to Print and Save the PO, follow the instructions here to do so.