🤔 What do the different Statuses on POs mean?
There are three "parent" statuses to your POs - Created, Ordered and Received.
There are also "child" statuses (or sub statuses) to help you manage POs correctly.
Created
Draft - All new POs are dropped into the "Draft" state. Here you can continue editing your PO.
Sent for Approval - Once PO is ready to be reviewed internally, set it to "Sent for Approval" to ensure your reviewer can spot those quickly and action.
Approved - Once approved, the reviewer sets the "Approved" state to ensure it is clear that no further changes internally are required. The PO is ready to be sent to the Supplier
Ordered
Ordered - Units are now confirmed both internally and with the Supplier and PO is on its way. Only now will Prediko take the units on this PO into account in our recommendations.
Received
Partially received - At least some of the units have been received.
Closed - The PO is fully executed, everything has been received, and no further deliveries are expected. When you don't expect to receive any more SKUs, place the PO in this status.
Note: We don't automatically receive orders when you mark them as Closed - you need to add units received.
Important Note: Reverting a partially received PO to draft will reset all received quantities to zero. A warning message will appear before confirming this action.
When a delivery has been fully received, you should update the number of units and then mark it as Closed. For more info on Closing POs, see HERE. To manage partially received POs, always review the "Delivery" tab to track received units. Be cautious when reverting a PO to draft, as this will reset received quantities to zero. Confirm the warning message before proceeding.
You may also see the status 'Not Finalised'. This is when you add some products to the editing page but do not create a draft order. Please note that you cannot bulk upload a status if there are any orders that have yet to be finalised. You will have to remove these before a bulk update can be made.
Managing Partially Received POs
To handle partially received POs effectively:
If you need to edit quantities, revert the PO to draft. Be aware that this action will reset received quantities to zero.
After editing, change the status back to "Ordered" to finalize the adjustments.
For additional products or revised quantities, consider creating a new PO to avoid losing progress on received units.
Use the "Delivery" tab to log and track received units, as it does not track status changes.
How to update the Status of the PO?
You can update the Status in three ways:
I raised the PO, but don't see Units in Transit. Why?
Check that your PO is in the "Ordered" status; only then will we take Units as "In Transit". If your order status changes from "Ordered" to "Partially Received," it indicates that units have been received. Check the "Delivery" tab in the PO to view the log of received units. Note that there is no log for status changes.
What are 'Units Ordered' and how is this calculated?
Units Ordered = SUM(Units In Transit)
When placing a PO from 'Send for approval' to 'Ordered', there will be 2 columns - 'Units Ordered' and 'Units in Transit'. Once a PO is set to 'Ordered,' this reflects the amount originally ordered and so can’t be edited (in the example below, 800 units). The 'In Transit' number, however, can be edited (in the example, 900 units were actually sent, and so this can be reflected accordingly)
