Customizing and Using Purchase Order Statuses

Create a purchase order status

Purchase order statuses show your team where an order stands, such as awaiting approval or checking a delivery. You can give a status its own wording and color. To open this page, click Configuration in the top navigation, or go to Settings > Workflow > Statuses.

Open Settings > Statuses.

1. Select the Purchase Order tab.

   

2. Click Status.

   

   The button appears with a plus icon above the table, beside Refresh and Rearrange.

3. Enter a Label for your team, such as Checking delivery.

   

4. Enter Customer Portal Label, the portal-facing wording for the status. It can differ from your team's label.

   

   This label appears if you share purchase orders through a customer portal. If you only track statuses internally, you can enter the same wording as your team label.

5. Choose a Color. You can select a preset or enter a hex color value.

   

   The chosen color appears on the status badge in the Purchase Orders table and on the order detail page.

6. Click Save.

   

The new status appears in the Purchase Order list of statuses. Preview shows your team's label; Customer Portal Preview shows the portal label.

Edit a status label

On the Purchase Order tab in Settings > Statuses:

1. Click the three-dot More actions button on the status row.

   

2. Choose Edit.

   

3. Change Label. In this example, Checking delivery becomes Checking quantities.

   

4. Click Save.

   

The same dialog also lets you change Customer Portal Label and Color, using the fields described in Create a purchase order status.

Change the order of statuses

Rearranging statuses changes the order they appear in the status dropdown menu when updating a purchase order. It does not enforce a required sequence or prevent steps from being skipped.

From the Purchase Order tab:

1. Click Rearrange.

   

2. Drag the handle beside a status to its new position.

   

3. Click Save.

   

Assign a status to a purchase order

In the top navigation, click Stock Control and choose Purchase Order. You can also open Purchase Orders directly.

1. Click the current status in the purchase order's Status column. Scroll the table horizontally if that column is off-screen.

   

2. Choose the status you want to assign.

   

YoPrint saves your choice immediately. A purchase order has one current status. Repeat these steps to change its status again. The status beside the purchase order number on its detail page also opens the available choices.

Remove an unused status

Before removing a status, reassign any purchase orders currently using it to another status. If you delete a status that is still in use, those orders retain the label text, but the status disappears from your status menu.

On the Purchase Order tab in Settings > Statuses:

1. Click the three-dot More actions button beside the status.

   

2. Choose Remove.

   

3. Check the status name in the confirmation, then click Remove.

   

The status disappears from the list. The starting status (Pending) is assigned automatically to new purchase orders and has no Remove option.