Every purchase order (PO) in Axya has a status that shows exactly where it stands, from the moment you create it until the goods are received. Use this page to understand what each status means and what to do next.
New to the PO module? Start with Overview of the Purchase Order Module.
| Status | What it means | What to do next |
|---|---|---|
| Draft | You've created the order but haven't sent it yet. | Finish editing line items and details, then send the order to your supplier. |
| Waiting for Acknowledgment | The order has been sent and the supplier needs to confirm it. | Wait for the supplier to acknowledge. Automated follow-ups can remind them for you. |
| On Track | The supplier has acknowledged the order and delivery dates are expected to be met. | No action needed. |
| Updated | The supplier has proposed a change to a date, quantity, or price. | Review the changes, then approve or reject them. See How to Revise a Purchase Order. |
| At Risk | The order may not meet its delivery dates. | Check in with your supplier. |
| Late | Delivery dates have been missed and the order is overdue. | Follow up with your supplier. |
| Ready for Pickup | Items are ready at the supplier's location. | Arrange collection of the goods. |
| Shipped | Items have been shipped and are in transit. | Track the delivery. See Shipment Tracking. |
| Completed | The order has been fully received or archived. | Find it in the Archived tab. |
Axya shows status in three places, so you can see where every order stands at a glance:
| From | To | What triggers the change |
|---|---|---|
| Draft | Waiting for Acknowledgment | You send the order to the supplier. |
| Waiting for Acknowledgment | On Track | The supplier acknowledges the order. |
| On Track | Updated | The supplier proposes a change to a date, quantity, or price. |
| Updated | On Track | You approve or reject the proposed changes. |
| On Track | At Risk or Late | Axya updates the status automatically based on how close the delivery date is. |
| On Track | Ready for Pickup | The supplier marks items as ready for collection. |
| On Track | Shipped | The supplier confirms shipment. |
| Ready for Pickup | Shipped | Items are collected or shipped. |
| Any active status | Completed | All items have been received, or the order is archived. |
If a status was set by mistake, you can revert it:
You'll find these options in the Actions tab of the PO detail page.
Before you revert:
- Reverting is blocked once goods are received. If any line item has been fully received, the status can't go backward for those items.
- Shipping data is cleared. Any shipment dates and quantities tied to the reverted status are removed, so you'll need to re-enter them when the order moves forward again.