Status Definition Maintenance - Purchase Orders
Click here to see this page in full context


Status Definition Maintenance

Use purchase order statuses to define the status of a purchase order (both at a header and line level), so that you can easily make an assessment about whether the order is fully or partially received, shipped, invoiced, or whether an order is on hold.

System Statuses

These system statuses update on order lines as an order progresses through the purchasing process:

  1. Entered - Defaults to an order line that is entered and no further action has occurred.
  2. Partially Received - Defaults to an order line that is partially received.
  3. Received - Defaults to an order line that is fully received.
  4. Partially Shipped - Defaults to an order line that is partially shipped.
  5. Shipped - Defaults to an order line that is fully shipped.
  6. Partially Invoiced - Defaults to an order line that is partially invoiced.
  7. Invoiced - Defaults to an order line for which there is no outstanding quantity expected to invoice.
  8. Request for Quote - This is a system-defined hold status, with an effective status of Hold Order - Don't Process. Use it to raise an order for information purposes only, which will not be available to receive, ship or invoice until the hold status is released/updated.
  9. Cancelled - Defaults to an order line with a cancelled quantity.
  10. Forced Closed - This status is effectively a cancel reason. Greentree Desktop assigns this status to a purchase order that is completed using the Complete Outstanding Orders process.
  11. Manually Closed - This status defaults to an order line that is completed using the Complete Outstanding Receipts process, or the Complete Outstanding Additional Charges process.

If a purchase order line has multiple actions for it — for example, it is partially received and partially invoiced, the status reflects the most complete action.

Note: Each purchase order also displays a status at a header level. This will reflect the lowest status of the lines in the order. For example, if all lines have been invoiced except one, which is partially received, the header status is Partially Received. The header status only updates to Invoiced when all lines have been invoiced.

User-Defined Hold Statuses

You can create your own hold status codes to put orders on hold. When you define a hold status, you can select from one of three effective statuses:

Cancel Reason

If you assign an effective status of Cancel Reason to your hold status, you can assign the status to a purchase order header or line when a cancellation option is activated from:

Assigning a Cancel Reason status code to an order enables you to be specific about the nature of the cancellation, so that if you must review purchase order cancellations in the future, you can analyse the reasons why orders were cancelled.

Hold Order - Don't Process

If you assign an effective status of Hold Order - Don't Process to your hold status, you can assign the status to a purchase order header to prevent the order from being available for selection in receipt entry, shipment entry, and invoice entry forms.

Hold Receipt - Don't Process

If you assign an effective status of Hold Receipt - Don't Process to your hold status, you can assign the status to a purchase order header to prevent the order from being available for selection in receipt entry, shipment entry, and invoice entry forms.

Note: This status has the same system effect as the Hold Order - Don't Process status.

You can also assign user-defined hold statuses as default order statuses on the PO Module Control form and the PO User Preferences form. You can assign a default hold status to all orders when they are first entered, either at a system, or user level.

Print Options for Hold Statuses

If an effective status of Hold Order - Don't Process or Hold Receipt - Don't Process is selected for a status, an option to assign a Print Form to the status becomes available.

This option works with the Purchase Order Entry form. When an order has one of these hold statuses assigned, the form assigned for the relevant status is the one that prints when the hotprint option (if in use) is selected from the toolbar. If no form is assigned, the purchase order report prints.

When a Print Form is assigned to a hold status, the Release from hold after print option is enabled on the PO Status Definition form. If you select this option, when the form is hotprinted from the Purchase Order Entry form, the hold status is released from the order.

The order status goes back to what it was before the hold was originally placed on the order. If the Release from hold after print option is not selected, the hold remains on the order even after the form has printed.

See Also