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New Purchase Order - Status

Updated 2 hours ago by Customer Service

View and/or change the Purchase Order Status

The Purchase Order Status is used to manage the Purchase Order throughout its Life Cycle.

The Purchase Order Statuses are built into the system and can not be changed. For more information on each Purchase Order Status, the definition and the associated functionality, see Purchase Order – Status.

During the creation of a New Purchase Order, the Purchase Order Status defaults to Draft. This is usually the appropriate status to use during the initial add while information is being entered and details haven't been finalized.

The Purchase Order Status can only be changed during the add by Users with ADMIN permissions on Commitments (see User Types - Company - Permissions - Project Features - Finances - Commitments). REF:20260923-01b

To see where the Purchase Order Status is used and displays, see Commitments - Fields - Usage and Configuration.

The Status along with the User Permissions will dictate what information on the Purchase Order is editable and if the Purchase Order can be deleted (see New Purchase - Form Layout for more information).

To change the Status

If the user has ADMIN permissions on Commitments, to change the Status

Initiate the add of a new Purchase Order if not already initiated.
Click here for more information on invoking the add of a New Purchase Order

The process to create a new Purchase Order differs depending on whether or not both Subcontracts and Purchase Orders can be created in the system (or just one or the other). This is a system Setting, see Settings - Commitments - Commitment Settings - Enable Purchase Orders/Subcontracts.

If both Subcontracts or Purchase Orders can be created, see New Commitment.
OR
If only Purchase Orders can be created, see New Purchase Order.
Enter the Contracted Company.
Before being able to change the Status during the Add, the Contracted Company on the General component must be entered first as it is a required field.
See New Purchase Order - General for more information on entering the Contracted Company.
Enter any other data required by the Organization.
An admin user with permissions on Settings for Commitments can set what Purchase Order fields are required for the Organization (in addition to the Contracted Company). Enter this information as required before changing the Status during the Add. REF:20260929-05
From the Purchase Order - Add form, regardless of which Component is displayed, click in the Status box.
The list of available Statuses to be selected displays.
Click on a Status to select it.
When the Status is changed, the Purchase Order - View/Maintain form will display only the functionality available for the new Status.
However, the entire Purchase Order is not yet saved. It still must be saved to create the new Purchase Order.
Add, Edit or View other information for the Purchase Order, see More Information below.
OR
If available/applicable, click the Save button (at the bottom of the form) to save the Purchase Order and close the Purchase Order - Add form.
Click here for more information on the Save function.
The Save button is only available if the user has Add, Edit, Edit SOV or Admin permissions on Commitments.
The Save function saves the Purchase Order including any information on the General, Schedule of Values and Financial Markups Components (if applicable).
The Purchase Order - Add form is closed and the list the function was invoked from displays. See Next Steps below.
OR
If available/applicable, click the Save & Email button (at the bottom of the form) to save the Purchase Order and email it.
Click here for more information on the Save and Email function.
The Save & Email button is only available if the user has Admin permissions on Commitments.
The Save & Email button saves the Purchase Order including any information on the General, Schedule of Values and Financial Markup components (if applicable) and sends an email with a link to the Purchase Order in JobPlanner (and optionally include the Purchase Order as a PDF attachment in the email). The Email can be sent to any Project Contacts. The Email Commitment form displays, see Email Commitment.
OR
Click the Close button (at the bottom of the form) to close the form (without saving the Purchase Order).
Click here for more information on the Close function.
If no information was changed or entered, the list the add or edit function was invoked from displays, see Next Steps below.

If information was changed, then an additional prompt displays indicating there were changes and additional prompts on what to do.

Click the Cancel button to cancel the Close action and return to the Purchase Order - View/Maintain form (see the steps above)
OR
Click the Don't Save button to cancel changes to the Purchase Order. The list the function was invoked from displays, see Next Steps below.
OR
Click the Save button to save the Purchase including any information on the General, Schedule of Values or Financial Markups components (if applicable). The list the add or edit function was invoked from displays, see Next Steps below.