How To: Change the Status of an Purchase Order Line

Table Of Contents

Purchase Order Line Statuses help you track the progress of purchase order lines and provide visibility throughout the purchasing process.

Statuses can also be used to trigger customer email updates for back-ordered items, keeping customers informed about the status of outstanding orders.

You can update purchase order line statuses either from a loaded Purchase Order or from the On Order tab.

Prerequisites

Before updating purchase order line statuses, ensure the following:

The required statuses have been created in [ System Data | Others | Purchase Order Line Statuses ].
Any email notifications linked to purchase order line statuses have been configured. For more information, see How To: Setup Emails to be Sent Based on Your Purchase Order Line Status.
If you want to send status-based emails from the On Order screen, see How To: Send Emails Based on Your Purchase Order Line Status.

Update a Status from a Purchase Order

Use this method when working with a specific purchase order.

Update a Single Purchase Order Line

Open a Purchase Order screen (show me how).
Use the available filters to find and load the required purchase order.
Press Alt + E or click Edit to enter edit mode.
Locate the purchase order line you want to update.
Click in the Status column for that line.
Press F4.
Select the required status from the list.
Press Ctrl + S or click Save to save your changes.

Update Multiple Purchase Order Lines

Open a Purchase Order screen (show me how).
Use the available filters to find and load the required purchase order.
Press Alt + E or click Edit to enter edit mode.
Green-select all purchase order lines you want to update.
Click within the Status column.
Right-click in the grid and select Apply Value Range.
Select the required status from the list.
Press Ctrl + S or click Save to save your changes.

Update a Status from the On Order Tab

Use this method when you want to update multiple purchase order lines across one or more purchase orders.

Steps

Open a Purchase Order screen (show me how).
Open the [ On Order ] tab.
Use the available filters to locate the items you want to update.
Note: Some filters use a traffic light indicator and must be turned green before they become active.
Click Go to populate the results grid.
Green-select the lines you want to update.
Click within the Status column.

Right-click in the grid and select Change PO Line Status.
In the On Order window, select the new status from the drop-down list.
Click OK.

The selected purchase order lines will be updated with the new status.

Additional Information

Purchase Order Line Statuses can be used to:

Track supplier progress against ordered items.
Improve visibility for purchasing teams.
Manage back-order processes more effectively.
Trigger customer communications relating to outstanding stock.

Using meaningful statuses can help keep both internal teams and customers informed throughout the purchasing lifecycle.