PO Workflow

Purchase orders follow a structured approval workflow. Each PO has a status that determines what actions are available.

Status Overview

stateDiagram-v2
    [*] --> New: Cin7 Sync
    New --> PendingApproval: Vendor Submits
    PendingApproval --> Confirmed: Manager Approves
    PendingApproval --> RequiresRevision: Manager Rejects
    PendingApproval --> New: Vendor Recalls
    RequiresRevision --> PendingApproval: Vendor Resubmits
    Confirmed --> InProduction: Move to Production
    InProduction --> Shipped: Mark Shipped
    Shipped --> Delivered: Confirm Delivery
    New --> Cancelled: Cancel
    RequiresRevision --> Cancelled: Cancel

Statuses Explained

Status	ID	Who Acts	What Happens
New	100	Vendor	PO just synced from Cin7. Vendor reviews and edits.
Requires Revision	150	Vendor	Manager rejected — vendor must fix issues and resubmit.
Pending Approval	200	Manager	Vendor submitted. Manager reviews changes.
Confirmed	300	Manager	Approved. Ready for production scheduling.
In Production	400	Vendor	Being manufactured. Vendor adds container/tracking info.
Shipped	500	Manager	Goods shipped. Awaiting delivery confirmation.
Delivered	600	System	Goods received. PO is complete.
Cancelled	900	Manager	PO cancelled. Terminal state.

Actions by Role

Vendor Actions

Current Status	Action	Result
New	Submit	→ Pending Approval
Requires Revision	Submit	→ Pending Approval
Pending Approval	Recall	→ New
In Production	Mark Shipped	→ Shipped (requires container #)

Manager Actions

Current Status	Action	Result
Pending Approval	Approve	→ Confirmed
Pending Approval	Reject (with reason)	→ Requires Revision
Confirmed	Move to Production	→ In Production
Shipped	Confirm Delivery	→ Delivered
New / Requires Revision	Cancel	→ Cancelled

Submit Requirements

Before submitting, vendors must:

1. Save all changes (no unsaved changes)
2. Upload a proforma invoice document