Lifecycle & statuses

A purchase order moves through up to 11 statuses. Each transition can stamp a date, apply or remove product tags (if you’ve configured them), push to Shopify, and queue an email. This page is the canonical reference for what changes when.

On this page

• The 11 statuses
• Status flow
• What each transition does
• What you can edit at each status
• Going backwards (undo & Reopen)
• Merging POs
• Deleting a PO
• See also

The 11 statuses

Status	What it means	Typical entry
Draft	You’re composing the PO. No supplier-side effect yet.	New PO created.
Sent	The PO is submitted to the supplier.	You click Send to Supplier or Mark as Sent (Manual).
Partially ConfirmedPartial receiptA receipt where only some line items (or some quantities) were received. Moves the PO to Partially Received status; the rest stays as pending until you receive again. Read more →	The supplier confirmed some lines, not all.	First per-line confirmation.
Confirmed	All lines confirmed.	Last line flips to confirmed, or Quick Confirm all items.
In Progress	The supplier is fulfilling.	Manual click or first receipt.
Partially Received	At least one line received; others outstanding.	First receipt.
Received	Every line fully received.	Last receipt.
Completed	Closed; no further activity expected.	You mark done after receipt + payment.
On Hold	Paused — usually for a dispute or finance hold.	Manual.
Disputed	A formal dispute is open.	Manual.
Cancelled	Order cancelled.	Manual.

Status flow

The happy path runs top to bottom:

            Draft
              │  Send to Supplier  /  Mark as Sent (Manual)
              ▼
            Sent
              │  per-line confirmation  /  Quick Confirm all items
              ▼
       Partially Confirmed
              │  last line confirmed
              ▼
           Confirmed
              │  start shipping
              ▼
          In Progress
              │  first receipt
              ▼
       Partially Received
              │  last receipt
              ▼
           Received
              │  operator-marked done
              ▼
           Completed
              ▲
              │  Reopen Order
              │  (lands in Received / Partially Received /
              │   In Progress depending on what was received)
              └──── (return to flow)

Side states can be entered from most in-flight statuses (Sent, Confirmed, In Progress) and exit back into the flow or to Cancelled:

    [in-flight PO] ────► On Hold ◄────► Disputed
           │                │              │
           │                │              ▼
           └────────────────┴────────► Cancelled

The straight arrows are the normal happy-path transitions. Side-state arrows are operator-initiated; Resume Processing brings an On Hold or Disputed PO back to the previous in-flow status it came from. Reopen Order is the way to walk a Completed PO back into the receive flow.

What each transition does

This is the side-effects matrix. The Side effects & integrations page has the full prose explanation; here’s the at-a-glance table.

To	Date stamped	Tag effect	Shopify “incoming”	Email	Log
Sent	Sent date	tag applied (if a tag is configured to fire on Sent)	pushed as ordered quantity	supplier email queued (or none, if you chose “Mark as Sent (Manual)“)	yes
Partially Confirmed	—	(depends on your tag config)	re-synced to confirmed − received − cancelled − rejected	none	yes
Confirmed	Confirmed date	(depends on your tag config)	re-synced to confirmed − received − cancelled − rejected	none	yes
In Progress	In-progress date; shipping date auto-set if missing	(depends)	unchanged unless line quantities change	none	yes
Partially Received	—	(depends)	local receipt saved; Shopify incoming is reconciled when sync runs	none	yes
Received	Received date	(depends)	once synced, pending incoming for fully received lines is cleared	none	yes
Completed	Closed date	tag removed (if a tag is configured to remove on Completed)	unchanged	none	yes
Cancelled	Cancelled date	(depends on your tag config)	rolled back to zero for this PO	none	yes
On Hold	On-hold date	unchanged	unchanged	none	yes
Disputed	Disputed date	unchanged	unchanged	none	yes
Resumed (off On Hold)	—	(depends on returning status)	(depends)	none	yes
Reopen Order (from Completed)	—	(depends; tag may be re-applied if your config covers the new status)	re-pushed for any outstanding pending units	none	yes

Note

Tag triggers are operator-configured, not hard-coded. The Sent / Completed / Cancelled rows above show the typical default config; your shop may have apply / remove on different statuses. See Settings → Product tags on transition.

Note

Shopify’s “incoming” inventory starts populating as soon as a PO becomes Sent (using the ordered quantity). Confirmation and receipt activity tell Logistified what should remain incoming, but Shopify reflects the receive-side change when a sync runs. Your Shopify storefront sees “available” change accordingly after that sync. The exact behavior depends on the Incoming Inventory and Auto-sync preferences.

What you can edit at each status

Each quantity column has a status window where it’s editable — there isn’t a single “everything locks after Draft” verdict. The matrix below shows which quantity column is in play at each status.

Status	Ordered qty	Confirmed qty	Received qty	Cancelled / rejected qty	Unit cost	Add / remove lines
Draft	editable	n/a	n/a	editable	editable	editable
Sent / Partially Confirmed	locked	editable via the confirm flow	n/a	via confirm flow	locked	restricted (override only)
Confirmed	locked	(line-level corrections)	editable	via confirm flow	locked	restricted (override only)
In Progress / Partially Received	locked	locked	editable (receive dialog or Bulk Edit)	(rejections via confirm flow; cancellations via override)	locked	restricted
Received	locked	locked	editable for receipt corrections	locked	locked	read-only
Completed	read-only	read-only	read-only	read-only	read-only	read-only
Cancelled	read-only	read-only	read-only	read-only	read-only	read-only

To enable inline editing on a line-items table, click the Bulk Edit button (top-right of the table). See Line items & costs → Editing inline for the details.

Going backwards (undo & Reopen)

Walking back to a previous status is supported in a few specific ways:

• Status stepper — when you’ve just stepped forward, Logistified remembers the previous status; you can walk back if no irreversible work has happened yet.
• Reopen Order — from Completed, the Reopen Order action returns the PO to one of Received, Partially Received, or In Progress. Logistified picks the right target automatically based on what has actually been received: fully received → Received; some lines received → Partially Received; otherwise → In Progress. After reopening, you can record more receipts or push remaining incoming back to Shopify.
• Resume Processing — from On Hold or Disputed, this returns the PO to the previous in-flow status it had before the hold or dispute.

Receipt corrections are supported while the PO is still Received or otherwise in the receiving flow. Use Receive for additional arrivals, Unreceive where available for reversals, or Bulk Edit to correct the received quantity. Once a PO is Completed or Cancelled, it is locked.

Merging POs

You can merge POs while they are still before receipt: Draft, Sent, Partially Confirmed, Confirmed, and In Progress. POs that are Partially Received, Received, Completed, or Cancelled are blocked from merge. All merged POs must also have the same status, and lines with actual stock movement (received quantity, posted receipts, Shopify on-hand sync, or Assemblified sync) cannot be moved. Lines that have only pushed incoming quantity to Shopify can still be merged — Logistified refreshes Shopify incoming for the affected POs after the merge.

All selected POs must use the same supplier and location. You choose one target PO, and Logistified moves the source lines into it. If the target already has the same variant with matching commercial, supplier, fulfillment, and date fields, the quantities are combined into the existing target line rather than creating a duplicate row. If those fields differ, the merge is blocked so totals, exports, PDFs, and writeback rules stay correct. Custom items stay on their original source PO because they are one-off PO-scoped lines.

When a source PO has no lines left after its movable lines leave, Draft sources are deleted. Non-Draft sources are cancelled and archived so the audit trail stays available.

Note

If a merge touches POs that already affected Shopify incoming, Logistified recalculates incoming for the source and target POs. If a Shopify sync is already in progress, wait for it to finish before merging.

Deleting a PO

• Draft — hard delete. Gone from history.
• Cancelled — archivedSoft deleteA record hidden from active workflows but retained for history or audit instead of being permanently removed. Read more → . Stays in the database for audit but is removed from the active PO list.
• Other statuses — cancel the PO first in the normal workflow so the audit trail remains clear.

Caution

The status stepper trusts you. It doesn’t validate “did the supplier actually confirm?” before letting you click Confirmed. Be careful not to mark a PO as Received before you’ve actually received it — and remember that Reopen Order is available if you want to come back.

See also

• Side effects & integrations — the full prose of what fires when.
• Line items & costs — what the mutability matrix protects.
• Receiving stock — the receipt-driven transitions.
• Preferences — toggles that change how incoming and Shopify sync behave.

Last updated: 7 June 2026