Purchase Order Lifecycle
Draft → Sent → Partially Received → Received → Cancelled
Manage POs from creation to closure. Track each through five clear statuses with full audit trail.
Purchase Hub
Optimization Active
Monthly Spend
₹4.5L
On Track
Approvals
3 Pending
Delivery
On Time
Top Vendor
Acme Paid
What do you get out of it?
Every order has a state you can read at a glance — drafted, sent, part-arrived, complete. You know what you have committed to buy, what is still on the road, and what has landed, without ringing the distributor to ask.
How does it work?
- 1
Draft it before you commit
A purchase order starts as a draft you can build up and revise. Nothing is promised to a supplier and nothing touches stock until you are ready.
- 2
Send it and the state moves on
Marking an order sent separates what you are still deciding from what the supplier is acting on — which is the distinction that matters when you are looking at a list of ten orders.
- 3
Partial deliveries have their own state
When half the order arrives, the order becomes partially received rather than being forced to either extreme. The outstanding quantity stays visible on the same document.
- 4
Received closes the loop
Once everything has landed the order is complete, stock is up, and what you owe the supplier is recorded. Cancelling is its own state too, so an abandoned order stays in the history rather than disappearing.
What situations does it handle?
A supplier who ships in instalments
Normal in wholesale, and handled directly — receive what came, and the order carries the balance until the rest arrives.
An order you decide against
Cancel it. The record stays, so a pattern of cancelled orders with one supplier is something you can see.
Goods that arrive before the paperwork
Raise the order and receive it in the same sitting. The sequence is there to help you, not to slow the delivery down.
How do you get more out of it?
- Raise the order before the goods arrive, even briefly — it is the difference between checking a delivery against a document and checking it against memory.
- Scan the partially-received list before your next market run so you are not reordering something already on its way.
- Use the delivery date field and treat it as a promise; the gap between promised and actual is the most useful thing you will learn about a supplier.
Common questions
Can I track partially delivered purchase orders?
Yes. An order that is part-fulfilled moves to a partially-received state and keeps the outstanding quantity on the same document, so you can see exactly what is still due without opening a second record.
What states can a purchase order be in?
Draft while you are building it, sent once it is with the supplier, partially received when some of it lands, received when it is complete, and cancelled if you decide against it — with the record kept either way.
Does raising a purchase order change my stock?
No. Stock moves when you receive the goods, not when you order them, so your counts always reflect what is physically in the shop.
Included free in every plan
Purchase Order Lifecycle isn't an upgrade or paid add-on. It sits inside Wiseventory alongside GST billing, inventory, POS, GSTR-1 filing and the rest. One simple price for everything.
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