PO Status Definitions

PO Header Status

The PO header status summarizes the receiving and payment status of all lines on a given purchase order. Each individual PO line also has its own status, defined in the section below.

Pending - This purchase order is still in a draft state. It must be placed in order to be available to print, ship, invoice, or view in the on order report.

Placed - This purchase order has been officially approved and committed. No shipments have been made against the order.

Partially Shipped - Some but not all of the lines on this purchase order have been shipped. None have been received or invoiced.

Shipped - All lines on this purchase order have been shipped. None have been received or invoiced.

Partially received - Some items on this purchase order have been shipped and received. None have been invoiced.

Received - All items on this purchase order have been shipped and received. None have been invoiced.

Partially Invoiced - Some but not all items on this purchase order have been shipped and invoiced. 

Invoiced - All lines on this purchase order have been shipped and invoiced. Some items have not been received. If the lines on your PO cannot be received (adjustments, items shipped to non-depot locations), this will be your final status.

Complete - All lines on this purchase order have been shipped, received, and invoiced.

PO Item Status:

Order items are lines on the PO that represent a physical item. Each have their own status that is then summarized in the PO header status.

Pending - This item has not been shipped

Partially shipped - Some but not all of the purchased quantity has been shipped

Shipped - All of the purchased quantity has been shipped. None has been received or invoiced.

Partially received - Some but not all of the purchased quantity has been shipped and received, and no quantity has been invoiced

Received - All of the purchased quantity has been shipped and received, and no quantity has been invoiced

Partially Invoiced - Some but not all of the purchased quantity has been shipped and invoiced (may or may not be received)

Invoiced - All of the purchase quality has been shipped and invoiced (may or may not be received)

PO Adjustment Status:

Adjustment lines, meaning charges on a PO that do not represent a physical item, have a different status flow because they are not shipped or received in the system. If an adjustment is on a placed order, it is available to invoice (OpenBoxes does not have a receipt verification process for intangibles like services). Once it is invoiced, no further action is required for that line.

Pending - This adjustment has not been invoiced

Partially invoiced - This adjustment has been partially invoiced (this can only be achieved through the partial invoice against a prepayment feature; regular adjustments cannot be partially invoiced)

Invoiced - This adjustment has been invoiced

Order of receiving and invoicing statuses: In OpenBoxes, an item becomes available to invoice once it ships. This is designed to mimic most international shipping incoterms, which require payment before an item is received. After shipment, the receiving and invoicing processes can be done in any order. When both receiving and invoicing processes are done, the PO status will transition to complete. That means your PO status may follow the order shipped>received>complete OR shipped>invoiced>complete, depending on the order of your internal receiving and invoicing processes.

Adjustment only POs: A PO header status is the summary of the status of the individual lines. Since adjustment lines do not have a shipped or received status, POs with only adjustment lines will never show the statuses, shipped, partially shipped, received, partially received, or complete. These POs will transition from Placed, to Partially Invoiced, to Invoiced (which is the final status).

POs with pending shipments, invoices, and receipts: A purchase order line only changes status when it is on a final shipment, receipt, or invoice. If the items are placed on a pending shipment, invoice, or receipt, that object will be visible on the PO view page in the "Shipments" or "Invoices" tab. To update the status of the PO lines, you will need to open the pending object and finalize it, by shipping the shipment, completing the receipt, or posting the invoice.