Purchase order statuses and Xero
What Draft, Sent, Approved and Paid mean, how to move a purchase order on, and how purchase orders appear in Xero.
A purchase order moves through four statuses. Techstyles sets one of them for you. You set the others when the supplier confirms and when you pay.
The statuses
| Status | Meaning | How it is set |
|---|---|---|
| Draft | Raised but not sent | Every new purchase order starts here |
| Sent | Emailed to the supplier | Automatically, when you send a draft with Send to Supplier |
| Approved | The supplier has confirmed the order | By you, on the purchase order |
| Paid | You have paid the supplier | By you, on the purchase order |
Change the status
- Open the project and select Finance, then Purchase orders.
- Click the purchase order's number to open it.
- Click Edit, choose the new Status and click Save changes.
What happens next
- When a purchase order is Paid, the third dot fills in on each of its items in the PO column.
- Approved and Paid purchase orders are locked: their items and amounts can't change. A studio admin can unlock one for a single edit. See Edit a purchase order.
- Once a purchase order is Approved or Paid, it can't go back to an earlier status unless a studio admin unlocks it.
Purchase orders in Xero
If your studio has connected Xero, each purchase order is sent to Xero as a purchase order, with the same number, such as PO-401. Techstyles sends it when it is created and each time you save it. The project name goes in Xero's reference and the due date becomes the delivery date.
When Techstyles sends a purchase order to Xero, its status goes across like this:
| Techstyles | Xero |
|---|---|
| Draft | Draft |
| Sent | Submitted |
| Approved | Authorised |
| Paid | Billed |
If a purchase order doesn't reach Xero
The Sync column on the Finance tab shows what happened the last time a purchase order was sent. To read a failure and fix it, see Fix a failed Xero sync. To send several at once, see Sync documents to Xero.
Good to know
- Make status changes in Techstyles.
- Once Xero has a purchase order as Authorised or Billed, later changes made in Techstyles aren't sent to Xero. Make any correction in Xero as well.
- Purchase orders carry no VAT in Techstyles. Lines go to Xero as the prices you pay the supplier.