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Points to note

Add a Purchase Order Status

Manage custom Purchase Order Statuses

Use custom Purchase Order statuses

Custom Purchase Order Statuses can be added to your System Settings to further assist you with tracking and managing your Purchases.

Initially, Unleashed offers the following fixed Purchase Order Statuses:

• Unapproved
• Parked
• Placed
• Costed
• Receipted
• Completed
• Deleted

You can create a further 10 custom purchase order statuses, alongside the fixed statuses, to streamline your operation and to save you time by being able to focus on a particular status.

Points to note

• Custom purchase orders statuses are an extension of the PLACED status.
• A maximum of 10 custom Purchase Order statuses can be added.
• Each custom Purchase Order status can have a maximum of 15 characters.
• To add and update Purchase Order Statuses, the Purchase Order Statuses permission must be enabled for the User's role. 

Add a Purchase Order Status

To create a new custom Purchase Order status:

1. From Unleashed's main menu, go to Settings, System and select Purchase Order Statuses.
2. Under Custom Status, provide a Name for the new status. This name will be the status' label.
3. Select a Color, which will apply to the new status.
4. Click Add.

The custom Purchase Order status will then be available to apply to Placed Purchase Orders and available for reporting. 

Manage custom Purchase Order Statuses

Once a custom Purchase Order status has been added it can be edited, obsoleted or deleted. Any changes made to an existing custom Purchase Order status will automatically apply to any Purchase Order currently saved with the status.

To edit a custom Purchase Order status:

1. From Unleashed's main menu, go to Settings, System and select Purchase Order Statuses.
2. Click on the current status's Name, and it will become an editable field that you can make the necessary changes in. 
3. Click on the current Color chosen for the status and update as needed. 
4. Click away from the existing status to save the changes. 

If a custom Purchase Order status is no longer needed, but still in use for previous orders it can be obsoleted. This means the status wont be available to allocate but will remain allocated to any previous orders.

To obsolete a custom Purchase Order status:

1. From Unleashed's main menu, go to Settings, System and select Purchase Order Statuses.
2. Tick the Obsolete checkbox along the existing custom Purchase Order status.

When a custom Purchase Order status is no longer needed and is not in use on Purchase Order, it can be deleted. 

To delete a custom Purchase Order status:

1. From Unleashed's main menu, go to Settings, System and select Purchase Order Statuses.
2. Click on the bin icon, in the Delete column, along the existing custom Purchase Order status. 

The bin icon will not be available if the custom status is currently allocated to a Purchase Order.

Use custom Purchase Order statuses

All active custom Purchase Order statuses will be available to allocate to open Purchase Orders that haven't been receipted or completed.

To allocate a custom Purchase Order status to a Purchase Order:

1. Open the Purchase Order.
2. Go to the Save dropdown button, in the top right of the page.
3. Select the appropriate status.
4. Click Save. 

A purchase order can transition freely between all the custom purchase order statuses until the order is Receipted.

Report with custom Purchase Order statuses

To following pages can be filtered by custom Purchase Order status:

• View Purchases
• Purchase Enquiry

As custom Purchase Order statuses are an extension of the Placed status, Purchases with a custom Purchase Order status will be included in the calculation of the On Purchase quantity in the product's record and the Reorder Report.