The order page is where you manage an order through its full lifecycle — from open through approval, sending, receiving, and any later adjustments. It's the central facilities view of an order, separate from the Production Records panel where orders can also be added, placed, and received through pop-ups. For the panel flow, see Place and Receive an Order.
This article describes how each part of the order page works.
Approving or rejecting an order
If your district uses approval workflows, an order in review can be approved or rejected from the order page.
Approve moves the order forward to the next stage of its lifecycle.
Reject sends the order back to the open state and notifies the school manager so they can make changes and resubmit.
Order statuses
Each order has a status that tells you where it is in its lifecycle. The status appears as a colored pill at the top of the order page and as a column on the Orders dashboard.
Open
The order is editable. Quantities, items, and units can still be changed. New orders start here.
In Review
The order has been submitted for approval and is waiting on an approver. An approver can either approve it (moving it forward in the lifecycle) or reject it (sending it back to Open).
In Progress / Sent
The order has been sent to the vendor. While in this status, the pill shows delivery progress and is tailored to who's looking at it:
School-facing users see receive progress. For an order with one delivery, the pill reads "Received" once the delivery is in. For an order with multiple deliveries, it reads "Received 1 of 3 deliveries", "Received 2 of 3 deliveries", and so on until "All received."
Vendor-facing users see send progress: "Sent 1 of 3 deliveries" until all deliveries have been sent, then "Sent."
Received
Every delivery on the order has been received. Inventory has been updated based on what was received.
Void
The order has been deleted. It's kept for reference but no longer counts toward orders, spend, or inventory.
The Deliveries tab
Under each order, the Deliveries tab shows the deliveries associated with that order. By default, one order has one delivery, and most users won't need to think about it. Orders can also be split into multiple deliveries when shipments arrive separately or on different dates; that use case is covered in a separate help article.
Editing a delivery — adjusting line quantities, updating costs, marking it as sent or received — happens in this tab.
Marking as Sent and Receiving
The standard lifecycle on the order page is:
Edit the order while it's Open.
Submit for approval if your district uses an approval workflow.
Once approved (or if no approval is needed), Mark as Sent to record that the order has gone to the vendor.
Receive a delivery when it arrives. Receiving updates inventory.
For the step-by-step from the Production Records panel, see Place and Receive an Order.
Adjusting an order after it's been received
After an order has been received, use Adjust to make corrections.
Adjust lets you change products or quantities on a received order — useful when the vendor invoice arrives later with a different price or quantity than what was recorded at receive.
Adjustments do not update inventory. The inventory movement recorded when you received the order stands. Adjust is for corrections to the order record itself.
The button at the end of the Adjust flow is Close Order (not Receive), since the inventory side is already complete.
If you need an inventory correction in addition to an order-record correction, handle the inventory side separately through the normal inventory tools.