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Purchase orders display several indicators that help you monitor delivery progress and quickly identify orders that are pending or overdue.
In addition to the main purchase order status, Mobility Work automatically calculates several receipt- and delivery-related statuses.
Understanding purchase order statuses
Each purchase order has a main status corresponding to its stage in the lifecycle.
| Status | Description |
|---|---|
| Draft | Purchase order being prepared |
| Confirmed | Purchase order confirmed and awaiting receipt |
| In Progress | At least one receipt has been recorded |
| Completed | Order completed |
| Cancelled | Order cancelled |
| Archived | Order archived |
The receipt-related states Overdue, Partially Received, and Fully Received are different from the main purchase order status. They are calculated automatically.
Understanding line statuses
Each purchase order line also has its own receipt status.
| Line Status | Description |
|---|---|
| Pending | No quantity received |
| Partial | Part of the quantity has been received |
| Complete | All quantities for the line have been received |
These statuses are used to calculate the overall purchase order states, such as:
- Partially Received
- Fully Received
The Complete status applies to an order line and should not be confused with the Completed status of the purchase order.
Understanding the Partially Received state
The Partially Received state appears when some items have been received, but not all order lines are complete.
This state generally indicates:
- A partial delivery from the supplier
- Deliveries received in multiple shipments
- An order still awaiting some items
The purchase order usually remains in In Progress status until all lines are received or the order is manually completed.
Understanding the Fully Received state
The Fully Received state appears when all order lines have reached the Complete status.
This means:
- Received quantities are greater than or equal to ordered quantities
- All lines are considered complete
Fully Received does not automatically close the purchase order.
An additional action is still required to move the purchase order to Completed status.
Understanding the Overdue state
The Overdue state indicates that a purchase order is late.
A purchase order automatically becomes overdue when:
- An expected date has been entered
- That date has passed
- The purchase order is still active (Confirmed or In Progress)
If no expected date is defined, a purchase order can never be considered overdue.
Combined statuses on a purchase order
Some calculated states can be combined automatically to provide a more accurate view of delivery progress and delays.
For example:
- A purchase order can be both Overdue and Partially Received
- A purchase order can be both Overdue and Fully Received
| Situation | Displayed States |
|---|---|
| Partial delivery | Partially Received |
| Partial delivery + delay | Overdue + Partially Received |
| Complete delivery | Fully Received |
| Complete delivery + delay | Overdue + Fully Received |
These states help quickly identify orders requiring attention or follow-up.
Overdue notifications
At this time, Mobility Work does not provide automatic notifications when a purchase order becomes overdue.
No email alerts or in-app notifications are sent automatically.
To effectively monitor delays, it is recommended to:
- Always enter an expected date
- Regularly review active purchase orders
- Use the Overdue filters in the purchase order list
Best practices for monitoring purchase orders
To effectively track your orders:
- Always add an expected date
- Regularly review purchase orders In Progress
- Check Overdue orders to anticipate stock shortages
- Complete purchase orders once deliveries are finished
- Use filters to quickly identify priority orders
To confirm and receive a purchase order, see the article How do I confirm a purchase order and record a parts receipt?
To understand how inventory is updated when a receipt is recorded, see the article How is inventory updated when a receipt is recorded?