Purchase Order Status Codes

PO Status codes are used for tracking the status of the Purchase Order and are hard coded into the system.

1. Open – The PO is open and no items have been received.
2. Received – All items on the PO have been fully received.
3. Partial Received – Some items, but not all, have been received.
4. Cancelled – The PO was cancelled.
5. Back Ordered – The PO is on back order.

Received

There are two options available to receive a Purchase Order.

Method 1:

1. Select Purchase Order and choose Modify.
2. Enter the Qty Rcvd for the item which is equal to the number of items ordered.
3. If there is an invoice to be recorded, select Invoice. Enter the information requested in each field. More than one invoice can be entered per Purchase Order.  
4. Select Save & Close. A message will appear asking if the PO should be marked as received. Select Yes.  
5. The Status Code of the PO will update to Code 2 for Received
6. Update the Qty Rcvd and Last Recv Dt.

Method 2:

1. Select Purchase Order and choose Modify.
2. Select Receive All. This will receive ALL items on the PO and will update the Qty Rcvd and Last Recv Dt.
3. If there is an invoice from the Vendor that to record, select Invoice. Enter the information requested in each field.  More than one invoice can be entered per Purchase Order.
4. Print the Purchase Order at this time or select Save & Close.

Partial Received

There will be times a partial order is received that needs recorded in the system rather than fully receiving the PO.

1. Select Purchase Order and choose Modify.
2. Enter the Qty Rcvd. Upon doing so, the PO Status will change from Open to Partial Received and the Last Recv Dt will automatically update. 
3. If there is an invoice to be recorded, select Invoice. Enter the information requested in each field. More than one invoice can be entered per Purchase Order.
4. Print the Purchase Order at this time or select Save & Close.

Cancelled

1. Select Purchase Order and choose Modify.
2. Select Cancelled as the Status.
3. Choose Save & Close.

Back Ordered

1. Select Purchase Order and choose Modify.
2. Select Back Ordered as the Status.
3. Input the Expected Dt if known and choose Save & Close.