Purchase order stages

Purchase orders go through stages as they are processed in the system. This enables you to track a purchase order using reports and inquiries.

1. Entered - Stage 0: Is only used for Blanket Order (BL) and Quote Order (QU) purchase order types. These types are in this stage because they are never received and costed. They also do not affect quantities in Product inventory control.
2. Ordered - Stage 1: As new Purchase Orders (PO), Direct Orders (DO), Accumulative Orders (AC), and Return Merchandise (RM) orders are added, they begin in this stage. The Product Maintain Balance Entry balance is updated with the quantity ordered.
3. Printed - Stage 2: When a purchase order is printed, the stage is automatically advanced to this stage.
4. Acknowledged - Stage 3: This optional stage indicates the vendor confirmed receipt of the purchase order. This stage can be set by incoming Electronic Data Interchange (EDI) purchase order acknowledgments or manually in Purchase Manual Acknowledgement Entry.
5. Pre-received - Stage 4: An order is advanced to this stage after a purchase order is processed through Purchase Pre-Receiving Report.
6. Received - Stage 5: PO, RM, DO, Blanket Release (BR), and AC purchase orders that are processed through Purchase Receipt of Inventory Entry advance to this stage when the final update process is initiated. No further receiving can be performed on the purchase order. Any corrections to quantities or to add or delete items must be entered as a PO correction. In Product Availability Inquiry, for example, the On Hand balance is increased for the quantity received, and the On Order quantity is decreased during final update. A back order or new purchase order may be created for any quantities that are received short.
7. Costed - Stage 6: Purchase orders that are processed in Vendor Invoice Center Entry advance to this stage. After an order has been costed, a corresponding accounts-payable transaction is created, and you can no longer change the order in Vendor Invoice Center Entry.
8. Closed - Stage 7: When all lines on a purchase order have been fully costed, and all files updated, the order advances to this stage if you close the order in Vendor Invoice Center Entry.
9. Cancelled - Stage 9: Purchase orders can be canceled through Purchase Order Entry or Purchase Receipt of Inventory Entry. All file updates that have occurred for this purchase order will be reversed.