Purchase Order Statuses
The stages a Purchase Order moves through, from draft to completed.
The normal path
| Stage | What it means |
|---|---|
| Pending Details | Still a draft — being filled in before submission. |
| Pending Approval | Submitted and waiting for approval, if your organization requires it for this order. |
| Pending Purchase | Approved (or no approval needed) and ready to actually purchase. |
| Pending Payment | Partially paid — some payment has been made, but not the full amount. |
| Pending Receipt | Fully purchased and waiting for the order to arrive. |
| Completed | Everything ordered has been received (or the order was force-closed). |
Other outcomes
An order can also end up Declined (rejected during approval) or Canceled (called off before purchasing). A Requisition specifically can sit in Pending Conversion until it's turned into a real Purchase Order.
Approval
If your organization requires approval, it works the same way as approvals elsewhere in FMX — a defined chain of approvers, based on user type or a supervisor relationship, has to sign off before the order can move to Pending Purchase. If declined, it doesn't move forward.
A worked example
An order for replacement air filters is submitted and requires approval. It sits in Pending Approval until a supervisor approves it, moving it to Pending Purchase. Once purchased, it moves to Pending Receipt. The filters arrive in two separate shipments — the order stays in Pending Receipt until both are received, at which point it becomes Completed. See Receiving Shipments for how partial shipments like this are handled.