Overview
Every purchase order (PO) in Logiwa IO has a status. The status shows where the PO is in the inbound process and decides what can still be changed, for example whether the PO can be edited, received, cancelled or deleted.
When to use it
You want to know why a PO can’t be edited, cancelled or deleted.
You need to reopen a PO that was completed too early.
You want to know when the Actual Receiving Date is filled in.
Purchase order statuses
Status | What it means | What you can do |
Pending | The PO has been created and nothing has been received yet | Edit, receive, cancel or delete the PO |
Started | At least one item on the PO has been received | Keep receiving. Edit lines that haven’t been received only if the PO type has Allow Update When Started turned on. The PO can’t be cancelled or deleted |
Completed | Receiving is finished | No receiving or editing. You can set the PO back to Started |
Cancelled | The PO was cancelled while it was Pending | Delete the PO. It can’t be edited, received or set back to another status |
How a PO moves between statuses
Change | How | Example |
Pending → Started | The first receipt against the PO, on the web, on mobile or through the Open API | A receiver scans the first case of a new PO |
Started → Completed | Automatically when the last open line is received, if the PO type has Auto Complete Purchase Order turned on. Or with Receive PO on the web, or manually with Change Status | The last pallet is received and the PO completes |
Completed → Started | Manually with Change Status | A PO was completed while stock was still on the dock |
Started → Pending | All receipts on the PO are cancelled from Receiving History. See Cancel a Received Line | The only receipt was made against the wrong PO and is cancelled |
Pending → Cancelled | The Cancel Order button | The vendor cancelled the order before shipping |
Cancelled → anything | Not possible | — |
For the steps to change a status, see Edit a Purchase Order.
💡 On mobile, completion is checked line by line, in UOM. Receiving units against a line ordered in cases doesn’t complete the PO early, and damaged quantities count toward the received total.
Example: A PO has one line of 2 cases of 2 units and one line of 1 unit. A receiver scans 4 single units for the case line. That line is complete (4 of 4 units), but the PO stays Started until the second line is received.
Actual Receiving Date
The Actual Receiving Date on the PO is filled in with the current date and time when the PO becomes Completed, however it’s completed: automatically, with Receive PO or with Change Status.
If you set a Completed PO back to Started, the Actual Receiving Date is cleared. It’s filled in again when the PO completes the next time.
Received PO notification
If the client has Received PO notification turned on (Client Setup > Settings > Notification Email Settings), an email with the receiving report is sent to the listed addresses when a PO becomes Completed. The email includes only that client’s data, even if another client uses the same PO number.
Common questions
Why can’t I delete a Started PO? Only Pending POs can be cancelled, and only Pending or Cancelled POs can be deleted. For Started and Completed POs, Logiwa IO shows “This Purchase Order status can not be deleted.”
Can I receive more items on a Completed PO? No. Set the PO back to Started with Change Status, then continue receiving.
Can I reopen a cancelled PO? No. Cancelled is final. Create a new PO instead, or delete the cancelled PO if you don’t need it on record.
The PO shows Completed on the web, but the mobile screen still shows open quantity. Why? Damaged quantities count toward completion. Refresh the PO on the mobile app.