> For the complete documentation index, see [llms.txt](https://docs.flowretail.com/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.flowretail.com/docs/day-to-day-operations/purchase-and-receivement/purchase-order-statuses.md). # Purchase order statuses The seven states a purchase order moves through, and what each one means. A purchase order carries one status at a time, from the moment you create it until it is closed. The status tells you where the goods are — not whether the invoice is settled. ## Summary | Status | The goods are | Set by | | ----------------------- | --------------------------------------- | --------------------------- | | `NEW` | Not ordered yet | You, on creating the order | | `SENT_TO_SUPPLIER` | Ordered, nothing confirmed | You, when you send it | | `IN_TRANSIT` | Confirmed by the supplier, on their way | A confirmed shipment | | `PARTIALLY_RECEIVED` | Some arrived, some outstanding | Receiving part of the order | | `RECEIVED` | All arrived | Receiving the remainder | | `CLOSED` | Done with, whatever arrived | You | | `CANCELLED_BY_SUPPLIER` | Not coming | You, on the supplier's word | ## What each one means | Status | Meaning | | ----------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | `NEW` | The order exists and can still be edited freely. Nothing has been communicated to the supplier, and no stock is expected. | | `SENT_TO_SUPPLIER` | The order has gone out. The supplier has not yet said what they will ship or when. | | `IN_TRANSIT` | The supplier has confirmed a shipment against the order. That confirmation carries quantities, an expected arrival date and the supplier's own order reference, and lifts the order out of `SENT_TO_SUPPLIER`. No stock has moved. | | `PARTIALLY_RECEIVED` | At least one line has been received, but the order is not complete. Stock and value have moved for what arrived. | | `RECEIVED` | Everything ordered has been received. | | `CLOSED` | The order is finished as far as you are concerned. Use it when a supplier will not deliver the remainder and you do not want the order sitting open. | | `CANCELLED_BY_SUPPLIER` | The supplier will not fulfil the order. | ## Two things worth knowing **A confirmed shipment is not a receipt.** Confirmation means the goods are coming, not that they are here. It moves the order to `IN_TRANSIT`, and it touches neither stock nor cost. Only receiving does that — see [Receiving goods](/docs/day-to-day-operations/purchase-and-receivement/receiving-goods.md). **Status is about goods, not money.** None of these states tell you whether the supplier invoice has been approved. Invoice approval is tracked separately on the receivement. ## Limitations * A purchase order holds one status for the whole order. When a delivery is split, `PARTIALLY_RECEIVED` is all the header tells you — the detail of what arrived is on the individual receivements. * `CLOSED` does not reverse anything. Stock already received stays received. *** *Last updated 19.09.2026* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.flowretail.com/docs/day-to-day-operations/purchase-and-receivement/purchase-order-statuses.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.