8.5 Document Statuses

Order Statuses

The following statuses relate to the overall position of the purchase order and are independent of receipting and invoicing activities. They are displayed in the Status Search Results and Order Status Summary screens.

• Quick saved requisition: A user has a partially completed requisition that has been quick saved. A requisition number has not yet been allocated and the document has not been submitted to the approval process.
• Requisition requires approval routing: Your requisition is still in the approval process. No orders have yet been raised or transmitted.
• Order requires approval routing: Your order is still in the approval process. It has not yet been transmitted to the supplier.
• Requisition returned to sender: Your approver has returned this requisition to you as unapproved. It requires further action by you.
• Order request returned to requisitioner: Your approver has returned this order to you as unapproved. It requires further action by you.
• Pending transmission: Your order has been approved (if required) and is about to be transmitted to the supplier.
• Order transmitted to supplier: Your requisition and order have completed the approval process and the purchase order has been sent to the supplier.
• Order is Open: The order has been transmitted to the supplier and post transmission activities have been processed. Receipting, invoicing and settlement activities are present: navigate to the audit trail to view details. All invoices have yet to be transmitted to Accounts Payable.
• Requisition cancelled: This requisition has been cancelled. An order has not been raised and no further activities are permitted.
• Order has been cancelled: This order has been cancelled either during approval or after transmission. No further activities are permitted.
• Order manually closed: This order has been permanently closed. All invoices have been settled and provided to Accounts Payable.
• Order closed by AP: This order has been closed by your Accounts Payable department. No further activity is allowed on this order (unless or until it is reopened).
• Order has been superseded by a PO change: A Change Order linked to this Order is in place. This status is visible only within an original order that has been superseded.
• Order may now be externally processed: Where the Order is being processed outside PECOS P2P, it may now be dealt with.
• Externally processed order has now been processed: All receipts and invoices have been fully posted and reconciled to the order by the matching process. The invoices await transfer to Accounts Payable for payment.
• Externally processed order has been recorded: This order originated from outside the PECOS P2P system.

Receipt Statuses

The following statuses relate to receipting activity and are displayed in the status search results screen.

• No items received (initial status): Receipting is expected or required for three-way matching. No receipting has yet been performed against this order.
• Receipt not required (initial status): Receipting is not expected or required for three-way matching. No receipting has yet been performed against this order.
• One or more items have been partially received: one or more receipts have been processed but not all items on the order have been received.
• All items have been fully received: one or more receipts have been processed resulting in all items on the order being received.
• One or more items have been over-received: one or more receipts have been processed resulting in one or more items on the order being over received.

Invoice Statuses

The following invoice statuses are displayed on the Status Search Results screen and are independent of order and receipt statuses:

• No invoices received: no invoices have yet been processed against this order.
• Pending initial match: one or more invoices have been posted but the initial financial matching has not yet been run.
• One or more invoices are mismatched: invoices have been posted and matched against this order and one or more has had an exception raised by the matching process. Invoices may have been sent for settlement approval and will remain mismatched until a senior manager resolves the matching exception(s).
• Fully invoiced – one or more invoices are mismatched: invoices have been posted and matched against this order and one or more has had an exception raised by the matching process. Invoices may have been sent for settlement approval and will remain mismatched until a senior manager resolves the matching exception(s).
• The order has been partially invoiced: all invoices that have been posted have been matched, approved and settled. Not all items on the order have been fully invoiced with the same quantities that were on the original purchase order.
• The order has been fully invoiced: all invoices that have been posted have been matched, approved and settled. All items on the order have been invoiced with a quantity that matches the original order quantity.
• The order has been over invoiced: all invoices that have been posted have been matched, approved and settled. All items on the order have been invoiced but some have invoice quantities that are greater than the original order quantities.
• One or more invoices have been paid: invoices have been posted, matched, approved and settled. The APExport has run and transferred one or more invoices to your finance system for payment. Some items on the order have not yet been invoiced: invoicing is not yet complete.
• The order has been fully invoiced and paid: all invoices have been posted, matched, approved and settled. The APExport has run and transferred one or more invoices to your finance system for payment resulting in all items on the order being invoiced. Invoicing is complete.