What are the different purchase order statuses?

Amber Harlow

Throughout the lifecycle of a purchase order, you will likely have many different purchase orders in one of the statuses below.

Draft

The document is still under development. All details can be edited and modified at this point in time, and you can completely delete the draft purchase order if needed.

Released

Once you "release" the document, you are confirming that it is complete and final from your perspective.

Click here for more info on what happens when a purchase order is released.

Accepted

At this point, your purchase order has been reviewed and agreed to by your sub or vendor. At this point, you have an accepted agreement with your partner and can begin work.

Your purchase order will automatically enter this status once your partner (or you) click to accept the document.

Billed

If the work has been completed, or you've received a bill for all or part of the work, click to view your purchase order and click "Billed" at the top.  This will prompt you to enter a bill number and date (if applicable) and indicate the percentage or specific line items that you're being billed for at that time.

Your team may not have reviewed the final work at this point to confirm that everything was provided as expected, but this helps to distinguish the purchase orders that are still in the early stages from the work that has actually been completed.

Ready to Pay

Once you've verified that all services specified by the bills entered above have been rendered to your satisfaction, you can mark the bills on the purchase order as "Ready to Pay".  This indicates to your team that the purchase order is ready for payment.

Once a purchase order or individual bill enters this stage, you can have CoConstruct automatically create a new bill in your QuickBooks account for the purchase order. This saves you a step and makes it easy on your accounting team who will be processing the payment.

Click here to learn more about creating bills in QuickBooks for your purchase orders.

Paid

After the purchase order is released, you may be adding payments along the way. Once the full amount of the purchase order has been paid, the status will automatically change to "Paid" within CoConstruct.

Click here for more information on how you can pay your purchase orders.

Declined

Your partner has declined the document, effectively negating the agreement. When this happens, you may need to issue a new purchase order for a different amount or make other adjustments that you and your partner agree on.

Voided

If you have a released purchase order that no longer applies or needs to be rescinded, you can void it.

Only you as the builder team member can void a purchase order. Voiding the purchase order will leave the document in your account, letting you keep a file of any important details or communication associated with the document.

Click here to learn more about voiding or resending a purchase order.

 

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