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Purchase Order Statuses and Workflow
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 3 months 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 is a suggested purchase order generated by Materio.

Review the auto-drafted purchase order to decide whether to proceed. To convert an auto-drafted purchase order to a draft, save your changes.

purchase orders "draft" status in Materio

Draft

It has not yet been issued to the vendor, and it is still being composed. This is a purchase order you're actively working on.

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 already sent.

purchase orders "sent" status in Materio

Sent

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

Wait for the vendor's invoice as confirmation. This 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.

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 purchase 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.

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


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