Note
The product items on a purchase order are referred to as “rows.”
The purchase order itself, as well as each product row on the purchase order (i.e., the items on the purchase order), has a status. A status can be set to one of three values: active, completed, or closed (if your company is using the Purchase Order Approval Process, you will have more statuses available).
You can manually change the status of purchase orders from closed to active and from active to closed. There are also two company level configuration options that can be set to close purchase orders automatically.
What you'll find:
Note
Purchase orders can have either an active or closed status but not a completed status.
Active indicates that the purchase order is available for use.
The status is automatically set to active when creating a new purchase order.
Closed indicates that the purchase order is no longer available for use.
When all rows on a purchase order have a status of completed, the purchase order status may change automatically to "Closed".
You can manually set the purchase order status to closed.
If any rows have an active status when you set the purchase order status to closed, those active rows are changed to closed; however, the status of completed lines remains as completed.
When a closed purchase order is selected (highlighted) on the Purchase Order window, the Reopen button is available (instead of the Edit button). Using the Reopen button, you can change a closed purchase order back to active.
Note
The status of individual product rows is not automatically changed to active when the purchase order is set back to active.
Active indicates that the row is available for use.
The row status is automatically set to active for each new item (i.e., non-inventory or inventory row on the purchase order) that is added to the purchase order.
Completed indicates that all of the available quantity for a row has been taken.
If the entire quantity for a row has been pulled into either inventory receipts or purchase invoices, the status of that row is automatically set to completed. The completed status cannot be set manually or changed.
Closed indicates that the row is no longer available for use.
You can manually set the status of any active rows to closed at any time if they are no longer needed.
Note
After you change the status of a closed purchase order back to active, the status of the product rows are not automatically changed to active. Edit the status of each row of product that you want to use to Active, or click Reopen All to activate all rows.