How a purchase order moves from draft to received

A purchase order has one status at a time. The status decides what you can do to it and what BudLogix does on its own.

The statuses

• Draft - you are composing it. Lines, quantities, costs, notes and delivery date can all change. A draft can be deleted.
• Vendor Review - shared to the vendor portal without an email and not yet confirmed. Return to draft takes it back.
• Awaiting Your Finalization - the vendor confirmed a Vendor Review order in the portal. Review their changes, then send or mark it sent.
• Finalized - the order has gone out: emailed with the PDF, placed on Apex, published to the portal, or recorded with Mark as Sent. Lines are locked. Deliveries can now be matched to it.
• Partially Received - some units have arrived. Reached only through receiving.
• Received - every line has received at least what was ordered. Closed for ordering; invoices can still be linked.
• Canceled - stopped by you, from any status. Final. Lines, deliveries and invoices are kept for the record.

What moves it

• You move it forward from Draft with Send to Vendor, Send to Apex, Share without email or Mark as Sent.
• Receiving moves it from Finalized to Partially Received and Received. When a linked delivery's packages are matched to products, the received units are written onto the lines and the status is recomputed. Unlinking a delivery reverses those units and the status steps back.
• A line ordered before the product existed is filled at receiving too: the received product is paired with the new-product line carrying its name, so those units count and the order can reach Received. See Order a product that is not in the catalogue yet.
• Only you can cancel. Only a draft can be deleted.

Revisions

When a vendor's confirmed changes are applied to a Finalized order, they go into a new draft that supersedes it. The original shows a Revised purchase order notice; the revision is the one you send and receive against.

Apex orders

An order that lives on Apex shows Apex's own stages, Submitted through Complete, and Apex's wording on its badge. Internally it sits at Finalized until goods arrive.

Where you see this

The status badge and lifecycle timeline on the purchase order page; the cards and Status column on Purchase Orders; received units from Receiving.