Purchase order workflow

This section describes the metaphases and subordinate phases in the life cycle of a purchase order.

The workflow relies on business rules. Rules repeat from one phase to another when the end user can make a change to a field affected by a business rule during that phase.

Search for	Example	Results
A single word	`cat`	Topics that contain the word "cat". You will also find its grammatical variations, such as "cats".
A phrase. You can specify that the search results contain a specific phrase.	`"cat food"` (quotation marks)	Topics that contain the literal phrase "cat food" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying an OR operator, which finds topics with one of the individual words instead of the phrase.

Search for	Operator	Example
Two or more words in the same topic	`AND` `and` `+` (plus symbol) `&` (ampersand)	`cat AND dog` `"cat food"+milk` `"cat food"&"dog food"`
Either word in a topic	`OR` `or` `\|` (pipe)	`cat OR dog` `cat \| dog`
Topics that do not contain a specific word or phrase	`NOT` `not` `!` (exclamation point)	`NOT cat` `! dog`
Topics that contain one string and do not contain another	`^` (caret)	`cat ^ mouse`
A combination of search types	`( )` parentheses	`cat + (dog \| mouse)` `cat \| dog + (! mouse)`

Metaphase: New

The purchase order is entered into the system and still awaiting being issued.

Phase	Transition to next phase	Description
New	Manual transition to any of the following: Issued Suspended Canceled	New is a starting point. If the purchase order is reviewed and approved, you can manually move the record to the Issued phase. Note A purchase order without any active purchase order lines can not be issued: A purchase order with new purchase order lines can be issued. A purchase order with both canceled and new purchase order lines can be issued. A purchase order with canceled purchase order lines cannot be issued. If the purchase order is pending further confirmation or updates, you can manually move the record to the Suspended phase. If the decision is to terminate the purchase order, you can manually move the record to the Canceled phase.

Phase

Transition to next phase

Description

New

Manual transition to any of the following:

Issued
Suspended
Canceled

New is a starting point.

If the purchase order is reviewed and approved, you can manually move the record to the Issued phase.
Note A purchase order without any active purchase order lines can not be issued:
- A purchase order with new purchase order lines can be issued.
- A purchase order with both canceled and new purchase order lines can be issued.
- A purchase order with canceled purchase order lines cannot be issued.
If the purchase order is pending further confirmation or updates, you can manually move the record to the Suspended phase.
If the decision is to terminate the purchase order, you can manually move the record to the Canceled phase.

Metaphase: Order

Phase	Transition to next phase	Description
Issued	Manual transition to either of the following: Suspended Canceled Automatic transition to either of the following: Partially received Fully received	In this phase, the purchase order is issued. You can manually move it to the Suspended or Canceled phase. If a receiving slip is created upon this purchase order, it will be automatically moved to the Fully received or Partially received phase, depending on the receiving status.
Suspended	Manual transition to either of the following: Canceled Issued New	In this phase, the purchase order is suspended for certain reasons, for example, order details are subject to change. If the decision is to move on with the purchase order, you can manually move it to the Issued phase. Alternatively, you can cancel the purchase order by manually moving it to the Canceled phase, or go back to the New phase for further action.

Phase

Transition to next phase

Description

Issued

Manual transition to either of the following:

Suspended
Canceled

Automatic transition to either of the following:

Partially received
Fully received

In this phase, the purchase order is issued. You can manually move it to the Suspended or Canceled phase.

If a receiving slip is created upon this purchase order, it will be automatically moved to the Fully received or Partially received phase, depending on the receiving status.

Suspended

Manual transition to either of the following:

Canceled
Issued
New

In this phase, the purchase order is suspended for certain reasons, for example, order details are subject to change.

If the decision is to move on with the purchase order, you can manually move it to the Issued phase.

Alternatively, you can cancel the purchase order by manually moving it to the Canceled phase, or go back to the New phase for further action.

Metaphase: Fulfilled (End)

The purchase order has reached end of life.

Phase	Transition to next phase	Description
Partially received	Automatic transition to Fully received	The items ordered have been partially received. The system will automatically move the purchase order line to the Fully received once the received quantity equals to the ordered quantity.
Fully received	Not applicable	All items ordered have been received.
Canceled	Not applicable	The vendor could not fulfill the order, or the purchaser canceled the order.

Phase

Transition to next phase

Description

Partially received

Automatic transition to

Fully received

The items ordered have been partially received. The system will automatically move the purchase order line to the Fully received once the received quantity equals to the ordered quantity.

Fully received

Not applicable

All items ordered have been received.

Canceled

Not applicable

The vendor could not fulfill the order, or the purchaser canceled the order.