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Purchase Order Statuses and Workflow

Understand what each purchase order status means in Materio and how to use the statuses in your procurement workflow.

Teddy Widom avatar
Written by Teddy Widom
Updated over a month ago

Purchase Order Statuses and what they mean

This is a breakdown of Materio's purchase order statuses and how to move between them. You won't always need every status. For example, simple online orders can often skip straight to "Fully Paid" status.

Symbol

Status

What it means

What to do next

purchase orders "Autodrafted" status in Materio

Autodrafted

This order is an auto-generated suggestion from Materio, which you can either accept or decline.

Review the auto-drafted order to decide whether to proceed. To convert an auto-drafted order to a real draft, save your changes. To suppress an auto-drafted order, mark the items as "Ordered" in the Scope of Work.

purchase orders "draft" status in Materio

Draft

The order has not yet been issued to the vendor, and you are drafting and editing it. You are still actively composing this order.

Make any edits such as updating the shipping address and item details. Then, send the PO to the vendor through Materio, or mark it as ready to order or as already sent.

Ready to order

You have finalized the contents of the order and are finished editing it. This order is ready to be sent to the vendor.

Send the order to the vendor or mark it as already sent outside Materio.

purchase orders "sent" status in Materio

Sent

The order has been sent to the vendor but hasn’t received a response yet.

Wait for the vendor's invoice as confirmation. The order will remain in ‘Sent’ status until then.

purchase orders "needs review" status in Materio

Needs review

The vendor has responded with an invoice that must be reviewed for accuracy.

Verify the invoice details—like SKUs, quantities, and prices—against your original order to ensure accuracy. Once you are satisfied the invoice is correct, click "Confirm."

purchase orders "fully paid" status in Materio

Confirmed

The vendor invoice has been confirmed as accurate and approved for payment once terms come due.

After confirming, you can start making payments to the vendor.

Fully Paid

The order has been paid in full.

No further action is required. Your order is complete. Next up, shipping!

Materio allows flexibility depending on the type of vendor and the ordering process. For instance, if you place an order online from a website, Materio allows you to jump directly from ‘Autodrafted’ to ‘Fully Paid’ status. This accommodates streamlined e-commerce transactions where you place the order, receive a receipt and make full payment all at the same time.

Understanding these statuses and their progression helps you keep track of your purchase orders effectively. While Materio offers these statuses to guide you, it’s essential to know that they’re not rigid and can be adapted to suit your specific needs.

How to manually update an Order Status

Some order statuses can be manually chosen; others are managed by Materio the system. To update an order status:

  1. Click to open the order editor.

  2. In the top right of the editor, click on the status with a dropdown symbol:

3. Select the new status, then click "Save" to update the PO. You can select any status that appears active in the list. Any statuses which are grayed out and cannot be selected are managed internally by Materio. You can hover over those statuses for instructions on how to reach them.

Have questions? We’re always here to help! Email us at hello@materio.co


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