Purchase Order > CPO Master Statuses

1.Draft

a.A PO starts off in this status

b.Action button is labeled “Submit”

c.Only the Requisitioner (CreatedID) may submit it

d.Has a “Del” button so Requisitioner may Delete the PO

2.Submitted

a.PO is in the approval process

b.Approval Routing records are created when a PO is submitted – if no approvals are needed, then it is promoted to Approved status.

c.Action button is labeled “Approve”

d.Only a pending approver can Approve. If more than 1 approver exists for the same approval level, then the other approval records are marked as Skipped.

e.A “Reject” button is also displayed for Pending Approvers which will prompt for a Reject Reason and set the PO Master Status to Draft.

f.Has a “Void” button so Requisitioner or an Approver may void the PO (set the status to Voided) – this will reject the approval record if done by a Pending Approver.

g.Has a “Chg” button for super-users (if allowed to change Submitted PO’s for DivID)

3.Approved

a.PO is completely approved (and no rejections have occurred)

b.Action button is labeled “On-Order”

c.Only the Requisitioner (CreatedID) may submit it

d.Has a “Void” button so Requisitioner or an Approver may void the PO (set the status to Voided).

e.Has a “Chg” button for super-users (if allowed to change Submitted PO’s for DivID)

4.Being Ordered

a.PO is in the process of being ordered, but no Receipts have been created

b.Action button is labeled “Receive”

c.Only users with access to Receive (based on the PO’s DivisionID)

d.Has a “Void” button so Requisitioner or an Approver may void the PO (set the status to Voided).

e.No “Chg” button is allowed/enabled

5.Partially Received

a.At least one Receipt has been created, but not all line items have been received yet (not all line items are tied to a Receipt)

b.Action button is labeled “Receive”

c.Only allows users with access to Receive (based on the PO’s DivisionID)

d.No “Del” or “Void” or “Chg” button is allowed/enabled

6. Fully Received

a.One or more Receipts exist and all line items have been associated with a Receipt.

b.Action button is labeled “Invoice”

c.Only allows users with access to create Vendor Invoices (based on the PO’s DivID)

d.No “Del” or “Void” or “Chg” button is allowed/enabled

7. Completed

a.One or more Vendor Invoices exist, all Receipts are updated and have been tagged (associated) with a Vendor Invoice, and all Vendor Invoices are Updated.

b.Action Button is disabled

c.No “Del” or “Void” or “Chg” button is allowed/enabled

8. Voided

a.Action button is labeled “Activate”

b.Only the Requisitioner (CreatedID) may activate a voided PO

c.(Currently, Delete is not allowed for Voided POs – no “Del” button)

Receipt Statuses:

1.Pending – This is the default on new Receipts meaning that they are In-progress.

2.Hold – The user placed a receipt on hold. If the user is prompted to update a receipt and they uncheck it (so that it is not updated), then it is changed to Hold status.

3.Updated – The Receipt has been updated (locks all associated line items from being modified). When the Receipt is updated, the system creates the necessary general ledger entries at that point.

Vendor Invoice Statuses:

1.Pending – This is the default on new Receipts meaning that they are In-progress.

2.Hold – The user placed a receipt on hold. If the user is prompted to update a vendor invoice and they uncheck it (so that it is not updated), then it is changed to Hold status.

3.Coding Error – Error with the coding for one or more of the associated line items.

4.Balancing Error – Balancing error with one or more associated receipts or line items.

5.General Error – Any error other than a Coding or Balancing error.

6.Updated – The Vendor Invoice has been updated (locks all associated receipts from being modified). (Requires that all associated receipts have first been updated).