Understanding Purchase Order Status

Once a Purchase Order (PO) is created in Zuper, it goes through various stages from initiation to fulfillment. Understanding each status helps track progress, manage procurement efficiently, and take appropriate action at each stage. This guide outlines the different PO statuses, what they mean, and the actions you can perform at each stage.

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Navigating to Purchase Order Status

To view the status of a purchase order:

1. Click the Purchasing module from the left navigation menu and select Purchase Orders.

2. A list of existing purchase orders will be displayed, showing key details such as PO ID, Title, Status, Vendor Name, Total Amount, and more.
3. Select any PO from the listing to open its Details page.

4. The current status of the PO is displayed prominently at the top of the screen.

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Statuses of a Purchase Order

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1. Draft

This status indicates that the purchase order has been created but not yet submitted for approval. Available Actions:

• Mark as Submitted – This moves the PO to the next stage.
• More Actions menu (top-right):
  1. Edit PO: Update the details of the purchase order.
  2. Clone: Create a duplicate of the purchase order.
  3. Cancel PO: Mark the purchase order as cancelled.
  4. Delete PO: Permanently remove the purchase order from the system.

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2. Submitted

This status indicates that the purchase order has been submitted and is ready to be sent to the vendor.

• Click Send to Vendor to send the purchase order details to the vendor in XLS or PDF format.

Available Actions (via More Actions menu):

• Mark as Sent to Vendor – Update the purchase order status to indicate it has been sent to the vendor.
• Edit PO – Modify the details of the purchase order.
• Clone – Create a duplicate of the purchase order.
• Cancel PO – Change the purchase order status to Cancelled.
• Delete PO – Permanently remove the purchase order from the system.

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3. Sent to Vendor

This status indicates that the PO has been shared with the vendor and is now ready for fulfillment tracking. You can initiate the receiving process by clicking the Receive Items button. While recording received items, you may need to provide the following details:

• Receiving Qty (mandatory): Enter the number of items received from the vendor.
• Delivery Location: Not mandatory if the delivery method is Direct Shipment or Vendor Pickup. If the delivery method is Warehouse, the location will be prefilled. For custom line items, location selection is not available as these items are not linked to a predefined inventory location.
• Serial No.: Only applicable if a location is selected. The count should match the quantity received (for example, if two items are received, enter two serial numbers such as “4, 5”).

If a location is selected, all received items are automatically recorded as inward transactions and added to the Parts Inventory in the Parts & Services module. If no location is selected, the inward transaction will not be recorded in the module. Available Actions (via More Actions menu):

• Clone
• Cancel PO
• Delete PO

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5. Partially Fulfilled

This status indicates that only a portion of the items in the purchase order have been received from the vendor. Available Actions:

• Receive Remaining Items in Bulk: Wait until all pending items arrive and receive them together using the Receive Items button.

• Roll-up Remaining as New PO: From the More Actions menu, select Roll-up Remaining as New PO to generate a new purchase order for the pending items.

• Clone
• Delete PO

This approach ensures workflow continuity across associated modules, such as Jobs and Quotes, while keeping records clean and accurate

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6. Fulfilled

This status indicates that all items in the PO have been completely received. You can now close the PO. Once a PO is marked as Fulfilled:

• Any associated Jobs or Quotes will automatically receive the items from this PO.
• This ensures a smooth handover of materials and keeps the supply chain process up to date.

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Additional Statuses Based on Organization Settings

Some purchase order (PO) statuses appear conditionally, depending on how your organization has configured Approval Hierarchy and Vendor Approval settings.

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Approval Hierarchy–Related Statuses

If your organization has set up or configured an approval hierarchy, a submitted PO will move through the following statuses: Configuration Path:

• Enable Approval Hierarchy: Settings -> Modules -> Purchasing -> General Settings -> Choose Approval Hierarchy

• Create & Manage Hierarchies: Settings -> Miscellaneous -> Approval Hierarchy

1. Awaiting Approval Indicates the PO is pending review by one or more approvers as defined in the configured hierarchy. Relevant approvers are notified via email and prompted to take action. Approver Actions:

• Approve or reject the PO directly from the email notification.
• Log in to the Zuper web application to approve, reject, and/or add comments.

All approval and rejection comments are recorded in the Activity section for tracking and transparency. Available Actions (via More Actions menu):

• Mark as Approved / Rejected– Approve or decline the PO. ( Available to Admin users)
• Clone – Create a duplicate PO.
• Cancel – Mark the PO as Cancelled.
• Delete – Permanently remove the PO from the system.

2. Approved Indicates the PO has been approved internally by all required approvers and is ready to be sent to the vendor. Available Actions (via More Actions menu):

• Mark as Sent to Vendor – Update the status to indicate the PO has been sent.
• Clone – Create a duplicate PO.
• Cancel PO– Mark the PO as Cancelled.
• Delete PO– Permanently remove the PO from the system.

3. Rejected Indicates the PO has been reviewed and declined by an approver. Available Actions (via More Actions menu):

• Edit PO – Update the PO and resubmit for approval.
• Clone – Create a duplicate PO.
• Cancel PO – Mark the PO as Cancelled.
• Delete PO – Permanently remove the PO from the system.

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Vendor Approval–Related Statuses

If your organization has enabled vendor approval after a purchase order (PO) is sent, you can record the vendor’s response. In such cases, the following statuses may appear: Configuration Path:
Enable Vendor Approval: Settings -> Modules -> Purchasing -> General Settings -> Require Vendor Approval -> Toggle “Yes” 1. Vendor Accepted Indicates the vendor has reviewed and accepted the PO. You can now proceed to fulfillment tracking using the Receive Items option. Available Actions (via More Actions menu):

• Clone – Create a duplicate PO.
• Cancel PO – Mark the PO as Cancelled.
• Delete PO – Permanently remove the PO from the system

2. Vendor Rejected Indicates the vendor has reviewed and declined the PO. If provided, the rejection reason will be visible in the Activity section. Note: During this stage, the PO will not proceed to fulfillment. Available Actions (via More Actions menu):

• Clone – Create a duplicate PO.
• Cancel PO – Mark the PO as Cancelled.
• Delete PO – Permanently remove the PO from the system