> ## Documentation Index
> Fetch the complete documentation index at: https://zuperinc-section23.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# 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.
## 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.
## Statuses of a Purchase Order
### 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.
### 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.
**Note:** This status applies when no approval hierarchy is configured in the organization settings. If an approval hierarchy is enabled, the purchase order will first follow the approval workflow before it can be sent to the vendor. For more details on configuring and managing approval workflows, refer to the [Approval Hierarchy](https://docs.zuper.co/Purchasing/Purchase-Orders/Purchase-order-status#approval-hierarchy%E2%80%93related-statuses) section.
### 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
### 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
**Tip:** After rolling up and creating the new PO, ensure the current PO is closed to prevent discrepancies in associated Jobs or Quotes.
This approach ensures workflow continuity across associated modules, such as Jobs and Quotes, while keeping records clean and accurate
### 6. Fulfilled
This status indicates that all items in the purchase order have been fully received from the vendor.\
You can now proceed to **Mark as Invoiced** to move the PO into the billing stage.
**Note:** 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 your supply chain records accurate and up to date.
### 7. Invoiced
This status indicates that the vendor has issued an invoice for the delivered items, and it has been recorded against the purchase order.\
You can now click **Mark as Paid** to complete the financial process.
When marking a PO as paid, a remarks dialog box will appear, allowing you to record the payment amount and any additional comments (optional).
### 8. Paid
This status indicates that payment for the vendor invoice has been successfully completed. All financial obligations related to the purchase order have now been settled.\
After this stage, you can proceed to **close** the PO.
## 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.
These settings can be accessed under:\
**Settings -> Modules -> Purchasing -> General Settings**
### 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.
**Note:** No further edits are allowed once the PO is in this status.
**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.
**Note:** The PO cannot proceed to vendor communication unless it is revised and resubmitted. Rejection comments are recorded in the **Activity** section for transparency.
**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.
### 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
* **Approval Hierarchy** enables the PO to move through the following statuses: *Awaiting Approval → Approved / Rejected.*
* **Vendor Approval** enables the PO to move through the following statuses: *Vendor Accepted / Vendor Rejected.*
* If neither setting is configured, the PO moves directly from *Submitted → Sent to Vendor → Partially Fulfilled* or *Fulfilled* based on the items received.