Purchase order statuses
Last updated: November 3, 2026
Every purchase order has one status: Draft, Pending, Approved, Declined, Closed, or Canceled. This article explains how a purchase order’s status changes.
New purchase orders
New purchase orders are saved as Draft. Saving a purchase order doesn’t send it to your vendor.
Change a purchase order’s status
- Open the purchase order and select its status.
- Under Change status, choose the new status.
Changing a purchase order’s status doesn’t notify your vendor.
Vendor approval
While a purchase order is Draft or Pending, your vendor can approve or decline it from its web page. Approving sets it to Approved, and declining sets it to Declined. See Send a purchase order.