Raising and approving a purchase order - Pacten Guides
A purchase order is your formal instruction to a supplier. In Pacten it moves through a fixed set of statuses, and it will not reach the vendor until it has cleared them.
You will find it under Supply → Purchase Orders.
- Draft — being written. Only a draft can be submitted, so nothing goes anywhere until you do.
- Pending approval — submitted and waiting for a decision. It cannot be edited into being approved; somebody has to decide.
- Approved — cleared, and ready to send.
- Rejected — turned down. The note explaining why is kept with the order.
- Sent — genuinely emailed to the vendor with the PO attached as a PDF. This is not a status you flip by hand.
- Received — the goods have been booked in against it.
If your workspace has no approval chain for purchase orders, submitting moves the order to Pending approval and anybody holding the approve-purchase-orders permission can decide it. That is the simple behaviour, and it is what a workspace gets by default.
If a chain IS configured under Supply → Settings → Approvals, the order follows it instead. Each step is asked in turn, and only the people that step resolves to may decide — holding the permission is not enough on its own.
An approved or sent order offers Receive stock, which takes you into the receiving screen with the order already attached. You can also download the goods receipt note from the order once it has been received against.