What is a purchase order workflow

A purchase order is an official document issued by a buyer committing to paying the seller for the sale of specific products or services to be delivered in the future. 

The initial stage of the purchase order starts from planning the resources and the RFQ (Request for Quotation). Based on the quotation from the suppliers, the purchase order is created in Vault Synapse from the project transaction window or the purchase order window.  

To create a new purchase order, follow how to create a new purchase order and what is purchase order basic info. When the new purchase order is created, the initial status of the document will be Draft. In the draft stage, you can edit all the data entered when creating the purchase order. At this stage it is possible to Delete, Cancel, Change the Status (Submit for Approval), and Save the purchase order. Click the link to find out how to delete a purchase order and how to cancel a purchase order.

Now that the purchase order has been successfully created, it should be sent for approval. Click the link to find out how to submit a purchase order for approval. The status of the Purchase order will change from Draft to Pending Approval. At this stage it is possible to Withdraw, Delete, Save, and Change the Status (Cancel) of the purchase order. Click the link to find out how to withdraw a purchase order.

• If the purchase order was withdrawn, the status will change from Pending Approval to Draft. Follow what is purchase order basic info to continue. 
• If the purchase order was cancelled, the status will change from Pending Approval to Cancelled. No more action can be performed on this document.
• If the purchase order was deleted, the purchase order document will be removed from Vault Synapse and cannot be retrieved. 
• If the purchase order was rejected from the Decision Center, it is possible to Delete/Change the status (Cancel or Draft) of the purchase order. If the status is Draft, follow what is purchase order basic info to continue. If the status is Cancelled, follow how to cancel a purchase order. Else, follow how to delete a purchase order. 

To approve the transaction, follow how to approve a purchase order in the Decision Center module. Once the transaction is approved in the Decision Center, the status of the purchase order will change from Pending Approval to Ready for Release. 

At the Ready for Release stage, we can allocate the assets to existing assets, create new assets, and mark them as non-deliverable. Click the link to find out how to allocate a purchase order. 

When the allocation is completed, now you can change the status of the purchase order from Ready for Release to Cancel, Close, Delete, Fully Delivered, or Partially Delivered. 

• If the purchase order was cancelled, the status will change from Ready for Release to Cancelled. No more action can be performed on this document.
• If the purchase order was closed, the status will change from Ready for Release to Closed. No more action can be performed on this document. Close is the end stage of the purchase order. 
• If the purchase order was fully delivered, the status will change from Ready for Release to Fully Delivered. From here, it is also possible to change the document status to Closed.
• If the purchase order was partially delivered, the status will change from Ready for Release to Partially Delivered. From here, it is also possible to change the document status to Fully Delivered or Closed.