This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions.

 

• Approved: A requisition is approved if on initial submission for approval it was approved. The requisition retains the status of approved unless all the active lines on the requisition have a different status. Then, the new status is rolled up to the requisition header. Note: An approved requisition can contain lines with other statuses such as returned, withdrawn, rejected, and so on. For example, a requisition with multiple lines is approved, so both the header and the lines are approved. If a buyer returns a line, the header and line remain approved with the exception of the returned line, which will have the status of returned. If a line from the approved requisition is withdrawn, the status remains the same for the other lines and header.
• Canceled: A requisition is canceled if all the lines on the requisition except for those with a status of split or replaced have a status of canceled.
• Pending Approval: A requisition line that's submitted but hasn't yet gone through the approval process is pending approval. A requisition is pending approval if all the active lines on the requisition are pending approval.
• Incomplete: A requisition is incomplete when it not submitted for approval or when all the active lines have a status of incomplete.
• Rejected: A requisition is rejected if all the active lines on the requisition have a status of rejected (all the active lines were rejected during the approval process).
• Returned: A requisition is returned if all the active lines on the requisition have a status of returned (all the active lines on the requisition have been returned by the buyer).
• Withdrawn: A requisition can be withdrawn after submission for approval if, for example, modifications to the requisition are required. This gives the requisition withdrawn status.

 

• Canceled: It indicates that the order is canceled and will not be fulfilled anymore.
• Closed: It indicates that no further fulfillment activity is expected on the order.
• Closed for Invoicing: It indicates that no further invoicing activity is expected on the order.
• Closed for Receiving: It indicates that no further receiving activity is expected on the order.
• Finally Closed: It indicates that all receiving and invoicing activity on the order has completed, and it can now be archived and purged.
• Incomplete: It indicates that the document is pending further authoring and submission.
• On Hold: It indicates that receiving and invoicing activity is temporarily suspended on the order. These activities can resume after the hold is removed.
• Open: It indicates that the order is open for receiving and invoicing.
• Pending Approval: It indicates that the order is pending approval.
• Pending Change Approval: It indicates that the order is pending the approval of a change proposed by the buyer or the supplier.
• Rejected: It indicates that the order is rejected during approval or supplier acknowledgment.
• Withdrawn: It indicates that the order was withdrawn by the procurement agent while it was pending approval or acknowledgment.

 

• Canceled: It indicates that the order line is canceled.
• Closed: It indicates that no further fulfillment activity is expected on the purchase order line.
• Closed for Invoicing: It indicates that no further invoicing activity is expected on the purchase order line.
• Closed for Receiving: It indicates that no further receiving activity is expected on the purchase order line.
• Finally Closed: It indicates that all receiving and invoicing activity on the purchase order line is complete.
• On Hold: It indicates that the receiving and invoicing activity is temporarily suspended on the order. These activities can resume after the hold is removed.
• Open: It indicates that the order line is open for receiving and invoicing activities.
• Rejected: It indicates that the order line is rejected by supplier during acknowledgment.

 

 

Funds Statuses used when a requester uses the Check Funds feature:

• Not Applicable: Indicates that there is no control budget that applies to a requisition distribution.
• Passed: Indicates that the funds check passed successfully, and that the funds are available and budgetary control period is open for all control budgets that apply to the distributions contained in the requisition.
• Failed: Indicates that the funds check failed either because period is closed, or funds are not available for one or more control budgets that apply to one or more of the distributions contained in the requisition.
• Warning: Indicates that the funds check passed with warning. It indicates that the funds are insufficient, but the control budget allows for a tolerance amount or percentage over the available budget. This check funds status does not prevent the user from submitting the requisition for approval. Upon submission, the user will receive a warning message and decide whether to continue with the approval.

 

Funds statuses used after a requisition is submitted for approval or after requisition is approved, depending on reservation point setup in Budgetary Control.

• Not Applicable: Indicates that there is no control budget that applies to one or more distributions contained in the requisition.
• Reserved: Indicates that the funds check passed successfully, funds are reserved, and the commitment is created.
• Liquidated: Indicates that the commitment is reserved, and the obligation is created for the purchase order associated with the requisition line.

NOTES:

• On Create: For requisitions that are incomplete, the default funds status is "Not Reserved".
• Explicit funds check by the requester: When the user selects Check Funds, the application performs an explicit funds check. The funds status resultant from an explicit funds check is not stored with the requisition. Users can perform as many funds check as they need before submitting the requisition for approval