The purchase order lifecycle

Every saved purchase order moves through three receiving-progress statuses — Not received Partially Received Received. Creating the order immediately books expected supply; status only tracks receiving progress.

Explore each status

Select a status to see what it means, what’s allowed, and where it can go next.

Not received Open. Adds expected supply. Partially Received Some lines received into stock. Received Fully received. Still editable.

There is no “cancelled” status

An order is removed by deleting it, which is possible at any status. Deleting releases the order’s remaining expected supply, and if stock was already received, the part still on hand is removed from stock — see what happens when you delete.

What happens when you receive

Receiving is the most consequential action in purchasing — it’s where a promise on paper becomes real, costed, traceable stock. It only ever adds: you can receive more, never “un-receive.” One receipt does five things, in order:

1. Each received line writes inventory history. Lot-tracked items get a new lot for the received quantity. Lot-untracked items append to their internal shared lot. Receipts arrive as available; move a lot to blocked afterward from inventory if it needs to be held out of use.

2. The lot is costed at the line’s landed cost per stocking unit. Any By value or By quantity additional costs you entered before receiving are already baked into that value.

3. The receipt becomes permanent history. Received lines can’t be removed, and even deleting the order later keeps every receipt event in item history — only stock still on hand is backed out.

4. Expected supply for what you received is released. Planning instantly reflects what actually landed instead of what was still due.

5. The status you choose says whether more is coming. Receiving under Partially received leaves the balance expected, so the order stays Partially Received until the rest arrives. Receiving under Received means the order is finished: anything still outstanding is closed as not arriving and the order becomes Received.

You can't receive more than remaining

The receive dialog caps each line at its remaining quantity. A larger value is flagged invalid and cannot be submitted. Increase the ordered quantity first if more stock arrived than the order currently allows.

Note

Blank quantities are ignored, and a received quantity must be greater than zero. Marking an order Received from the status control isn’t a shortcut that skips receiving — it opens the same receive dialog and prefills every remaining line. Leave the prefill alone and the whole order lands. Reduce a line to what actually turned up and only that quantity is received, with the shortfall closed as not arriving. Stock lands in the Receive into location you choose, while expected supply is released from the default planning location.

Valid & invalid transitions

These are the only moves the system allows. Anything not listed is blocked to protect inventory history.

Action	From	To	Notes
Create	New	Not received	Registers the ordered quantity as expected supply.
Receive some	Not received	Partially Received	Each received line writes stock history; tracked items get a new lot.
Receive all	Not received	Received	The receive dialog is prefilled with the remaining quantities.
Receive another partial batch	Partially Received	Partially Received	More stock arrives, but a remainder still exists.
Receive the rest	Partially Received	Received	Completes the remaining lines.
Close a short shipment	Not received or Partially Received	Received	Receive under Received with less than the full amount, or with nothing left to receive. The outstanding balance is closed as not arriving and stops counting as expected supply; the ordered quantity is kept so the order still shows what was ordered against what came.
Add a line / increase a quantity	Received	Partially Received	Reopens the remainder.
Delete	Any status	Removed	Releases expected supply; received stock still on hand is removed from stock.
Correct below received	Partially Received or Received	Receiving progress recalculated	Shows how much available stock will be removed and how much used quantity remains in history before you confirm.
Remove a received line	—	Blocked	Receipt history must be preserved.

Correct a received quantity

If the supplier shipped fewer units than were recorded, edit the line’s quantity to the correct positive total. When that total is below the quantity already received, Ashicore pauses autosave and shows an impact confirmation:

• stock from that receipt that is still available is removed
• stock already used or moved to Blocked or Rejected stays in permanent history; available stock remains correctable after a location transfer
• the line’s ordered and received totals are corrected together
• landed costs and order totals are recalculated
• a bill already synced to your accounting provider is flagged for review

Confirm only after checking those quantities. The original receipt is never erased; the correction is added to the inventory audit trail. Set a higher quantity normally when you are ordering more—the new remainder becomes expected supply and a completed order returns to Partially Received. A corrected quantity must remain greater than zero; removing a received line is still blocked.

What happens when you delete an order?

Delete is always available from the order card’s ⋯ actions menu, and the confirmation dialog states exactly what the delete will do before you commit:

• A Not received order is simply removed, and its expected supply is released.
• A Partially Received or Received order also has its received stock that is still on hand removed from stock.
• Quantities already used in manufacturing, sales, or adjustments are kept, with their history and received cost intact — the dialog lists them separately.

The receipt events themselves are never erased: item history keeps the original receipts alongside the compensating removal, so traceability and costing stay auditable.

Bills in your accounting provider

Deleting an order here never deletes a bill that was already sent to your accounting provider. The dialog warns you when one exists — delete the bill in the provider too if it shouldn’t be paid.