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 ConfirmedConfirmed quantityThe number of units the supplier said they'll ship. Could be less than ordered if the supplier can't fulfil the whole request. Read more →	The supplier confirmed some lines, not all.	First per-line confirmation.
Confirmed	All lines confirmed.	The last line flips to confirmed.
In Progress	The supplier is fulfilling.	Manual click, Quick Confirm (confirms every line and jumps straight here), 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 skips ahead to In Progress)
              ▼
       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 — or Cancelled — 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 — only if incoming tracking is on	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

When Incoming inventory tracking is on (it is off by default), 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.

Note

If a PO’s shipping date passes while it’s still Draft, Sent, Partially Confirmed, or Confirmed, the order information card shows a red “Overdue shipment” badge below the Shipping Date. The badge clears once the PO reaches In Progress (where the shipping date is auto-set if it was never filled in) or any later status — and it never shows on On Hold, Disputed, or Cancelled POs.

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	n/a	editable	editable
Sent	editable	via the confirmation dialog	n/a	n/a	editable	editable
Partially Confirmed	editable	confirmation dialog or Bulk Edit	n/a	n/a	editable	editable
Confirmed	editable	Bulk Edit	n/a	locked	editable	editable
In Progress / Partially Received	editable	Bulk Edit	editable (receive dialog or Bulk Edit)	editable (Bulk Edit)	editable	editable
Received	editable	Bulk Edit	editable for receipt corrections	editable (Bulk Edit)	editable	editable
On Hold / Disputed	editable	Bulk Edit	locked	locked	editable	editable
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

Ordered quantity and unit cost are not frozen when a PO is sent — they stay editable until the PO is Completed or Cancelled. The confirmed-quantity column is locked outright when the Auto-confirm quantities preference is on, because Logistified keeps confirmed equal to ordered for you.

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.

Note

Three surfaces stay editable even on Completed and Cancelled POs: the Documents card, supplier instructions, and the Payments card — you can still add, edit or delete payments and tick “Mark as fully paid” on a closed PO. Everything in the table above is locked once a PO is terminal.

Going backwards (undo & Reopen)

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

• Revert actions — the Actions menu offers Revert to Draft (from Sent), Revert to Sent (from Confirmed), and Revert to Confirmed (from In Progress). Each resets the work the forward step recorded — confirmations, tracking — and asks you to confirm first. The status stepper at the top of the page is a read-only progress indicator; it isn’t clickable.
• 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. Reopen Order is also offered on a Cancelled PO: it restores the order to the status it was cancelled from (falling back to Received / Partially Received / Sent based on what was received) and re-adds the incoming quantity.
• 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, receiving and line data are locked (documents, supplier instructions, and payments remain editable — see What you can edit at each status).

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. Dropship POs can never be merged — each one ships to a different customer’s address — and neither can POs delivered to another supplier, since merging would change who holds the goods. Merge is only offered for POs at a real location. 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, Logistified shows you the differing values side by side and asks you to resolve them before the merge goes through: pick one occurrence to supply the combined line’s shared values (quantities are summed), or keep the occurrences as separate lines on the target PO. Quantities, metafields, reservations, and delivery schedules are preserved either way. Custom items stay on their original source PO because they are one-off PO-scoped lines.

Note

Delivery schedules follow their own rule during a merge: they only consolidate onto one line when every schedule detail matches across occurrences. Otherwise each occurrence’s schedules stay separate regardless of which values you pick for the combined line.

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. Cancel is offered from Sent, Partially Confirmed, Confirmed, In Progress, Partially Received, On Hold, and Disputed. A Received PO cannot be cancelled directly — move it back to Partially Received or In Progress first — and a Completed PO has to be reopened before it can be cancelled.

Caution

The status actions trust you. Nothing validates “did the supplier actually confirm?” before you move the PO to 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

• Dropship POs — the same lifecycle, shipped to a customer instead of a location.
• Deliver to another supplier — the same lifecycle, received and held at a second supplier.
• 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: 31 August 2026