PO Status Tracking

PO Status Tracking

Tracking Purchase Order (PO) status in EquiBillBook helps you monitor the progress of your procurement orders, identify delays, and ensure timely fulfillment. This guide explains how to track and manage PO statuses effectively.

Understanding PO Statuses

Purchase Orders in EquiBillBook have different statuses that indicate where they are in the procurement lifecycle. Understanding these statuses helps you manage orders effectively.

Available PO Statuses

Draft

Description: The Purchase Order is being prepared but hasn't been finalized.

Characteristics:

• Order can be edited freely
• Not yet sent to supplier
• Can be deleted if not needed
• Not included in pending order reports

When to Use: When creating a new order and still making changes.

Pending

Description: The Purchase Order has been created and sent to the supplier, awaiting fulfillment.

Characteristics:

• Order is confirmed and sent
• Awaiting supplier confirmation or goods delivery
• Can be converted to Purchase Bill when goods arrive
• Included in pending order tracking

When to Use: After sending the order to supplier and waiting for delivery.

Partially Received

Description: Some items from the Purchase Order have been received, but the order is incomplete.

Characteristics:

• Some items received, some still pending
• Can convert partial receipt to Purchase Bill
• Remaining items still tracked
• Shows in partial fulfillment reports

When to Use: When supplier delivers items in multiple shipments.

Received

Description: All items from the Purchase Order have been received.

Characteristics:

• All items delivered
• Ready to convert to Purchase Bill
• Goods verified and accepted
• Included in received order reports

When to Use: When all ordered items have been delivered.

Converted

Description: The Purchase Order has been converted to a Purchase Bill.

Characteristics:

• Order converted to bill
• Purchase Bill created and linked
• Procurement cycle complete
• Included in conversion reports

When to Use: After converting order to bill for accounting.

Cancelled

Description: The Purchase Order has been cancelled and will not be fulfilled.

Characteristics:

• Order is cancelled
• Cannot be reactivated
• Cancellation reason may be recorded
• Included in cancellation reports

When to Use: When order is no longer needed or supplier cannot fulfill.

How to Track PO Status

Viewing Order Status

To view Purchase Order status:

1. Navigate to Purchase → Purchase Order → List
2. The order list shows all orders with their current status
3. Status is displayed in a status column or badge
4. Click on an order to see detailed status information

Status Filters

Filter orders by status:

• Use status dropdown to filter by specific status
• View only "Pending" orders to track active orders
• Filter "Partially Received" to track incomplete orders
• View "Converted" orders to see completed procurement
• Check "Cancelled" orders for analysis

Status Dashboard

View status overview:

• Dashboard may show status summary
• Count of orders by status
• Quick access to orders by status
• Status-based alerts or notifications

Updating PO Status

Manual Status Update

To manually update order status:

1. Open the Purchase Order details page
2. Click on "Update Status" or status dropdown
3. Select the new status
4. Add notes or reason if required
5. Save the changes

Automatic Status Updates

Status may update automatically when:

• Items are marked as received (updates to "Received" or "Partially Received")
• Order is converted to Purchase Bill (updates to "Converted")
• Order is cancelled (updates to "Cancelled")

Status Tracking Features

Status History

View status change history:

• See when status was changed
• View who made the change
• Check status change notes
• Track status progression over time

Status Notifications

Get notified about status changes:

• Email notifications on status updates
• In-app notifications for status changes
• Alerts for orders pending too long
• Reminders for orders requiring action

Status Reports

Generate status-based reports:

• Pending Orders Report: All orders awaiting fulfillment
• Status Summary Report: Overview of orders by status
• Status Aging Report: How long orders have been in each status
• Conversion Report: Orders converted to bills
• Cancellation Report: Cancelled orders analysis

Best Practices for Status Tracking

• Update status promptly when goods are received
• Use "Partially Received" status for partial deliveries
• Convert orders to bills as soon as goods are verified
• Regularly review pending orders to identify delays
• Set up alerts for orders pending beyond expected time
• Document status changes with notes
• Use status filters to focus on actionable orders
• Review status reports regularly for insights

Status Workflow Tips

For New Orders

• Keep in "Draft" until all details are confirmed
• Move to "Pending" when sending to supplier
• Set reminders for expected delivery dates

For Active Orders

• Regularly check "Pending" orders
• Follow up with suppliers on delayed orders
• Update status when goods arrive

For Partial Receipts

• Update to "Partially Received" when some items arrive
• Convert partial receipt to bill if needed
• Track remaining items separately

For Completed Orders

• Update to "Received" when all items arrive
• Convert to Purchase Bill promptly
• Verify all details before conversion

Troubleshooting

Status not updating?

• Check if you have permission to update status
• Verify the order is not locked
• Try refreshing the page
• Contact support if status updates fail

Can't see status information?

• Check your view permissions
• Verify the status column is visible in list view
• Use status filters to organize view

Status history not showing?

• Status history may be available in order details
• Check if history tracking is enabled
• Contact administrator for access

Effective PO status tracking helps you manage procurement efficiently, identify bottlenecks, and ensure timely order fulfillment!