Purchase Order Status Workflow

The Five Statuses

Draft

The PO has been created in CrafterBy but the order has not yet been formally placed with the supplier. Use this status while you are preparing the order, checking quantities, or waiting for a price confirmation.

• Stock impact: None
• Typical next step: Send the order to the supplier, then change status to Sent

Sent

You have placed the order with the supplier — by email, phone, or their online portal. You are now waiting for delivery.

• Stock impact: None
• Typical next step: When goods arrive, change to Partial or Received

Partial

Some of the ordered items have been delivered; others are still outstanding. For example, your supplier sent the fragrance oils but the wick spools are back-ordered.

• Stock impact: None at this stage — stock is only updated on full receipt
• Typical next step: When the remaining items arrive, change to Received
• Note: Use the Notes field to record which items arrived and which are pending, or add an internal comment.

Received

All ordered items have been delivered. This is the only status change that triggers a stock update.

• Stock impact: Quantities for all line items are added to your current material stock levels. Unit prices are updated on the corresponding material records.
• Typical next step: Record payment if not already done

Cancelled

The order did not go ahead — either you cancelled it or the supplier could not fulfil it.

• Stock impact: None. If the PO was previously marked Received in error, you will need to make a manual stock adjustment.
• Use this status for: Orders you decided not to proceed with, duplicate POs created by mistake, or orders your supplier could not fulfil

Status Transition Summary

• Draft -> Sent -> Partial -> Received
• Draft -> Sent -> Received (if everything arrives at once)
• Draft -> Cancelled
• Sent -> Cancelled

Who Can Change Status

Any user with access to Purchase Orders in your organisation can update status. There is no approval workflow — status changes are instant. If you need an approval step, use the Notes field to record a manual approval before updating.

Key Rule: Only Received Updates Stock

This is the most important thing to remember: stock levels are only updated when a PO is marked as Received. Changing a PO from Draft to Sent does not add stock. Changing it to Partial does not add stock. Only Received triggers the automatic increment.