Understanding PO statuses
Every purchase order in Stash is in one of six statuses. The status controls what you can do with the PO, what shows up in reports, and how the Order Planner treats the items it contains. This article explains each status and the transitions between them.
The six PO statuses
Draft
The PO has been created but not sent. It's a work in progress.
✅ Fully editable — change supplier, items, quantities, costs, dates, anything
✅ Can be deleted (and is the only status that can)
❌ Doesn't affect inventory or the Order Planner
❌ Can't be received until you mark it Ordered
Ordered
You've sent the PO to the supplier. It's live and Stash treats it as confirmed.
✅ Can be received (full or partial)
✅ Can be cancelled
✅ Notes and expected delivery date can still be edited
❌ Items, quantities, and costs are locked
Items count as pending stock in the Order Planner
Partially received
Some — but not all — of the PO has arrived. The PO stays open so you can receive the rest.
✅ Can receive the remaining items at any time
✅ Can be closed (marks it final with what's been received)
❌ Can't be cancelled (use Close instead — receives have already affected inventory)
Remaining (unreceived) quantity counts as pending stock
Received
Everything on the PO has arrived. Inventory has been updated for every line item.
✅ Visible in reports and item history
❌ Read-only — no further changes
Can be duplicated to start a similar new PO
Cancelled
The PO was cancelled before any stock was received. It's preserved for audit but doesn't affect inventory.
✅ Visible in lists (filtered out by default)
❌ Read-only
Doesn't count toward any inventory or financial totals
Closed
The PO was closed after a partial receive — the remaining items will never arrive (back-ordered, supplier issue, decision to stop waiting). Whatever was received stays in inventory; the rest is dropped.
✅ Visible in reports
❌ Read-only
Includes a close reason if you provided one
How statuses transition
Here's the full state diagram:
Draft → Ordered (when you send) → Partially received (on first partial) → Received (when complete) OR Closed (if you give up on the rest)
Draft → can be deleted entirely
Ordered → Cancelled (if you stop the order before any receives)
Partially received → Closed (final with what arrived)
You can never go backwards — Received POs can't be undone, Cancelled POs can't be revived. If you make a mistake, duplicate the PO and start over.
How status affects other parts of Stash
Status | Inventory | Order Planner | Reports |
Draft | — | — | Hidden by default |
Ordered | — | Pending stock | ✅ |
Partially received | Updated for what arrived | Pending stock for remainder | ✅ |
Received | Fully updated | — | ✅ |
Cancelled | — | — | Hidden by default |
Closed | Updated for what arrived | — | ✅ |
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