Managing Purchase Order Status in Microsoft Dynamics 365 SCM

Managing Purchase Order Status in Microsoft Dynamics 365 SCM

Tracking and managing the status of your Purchase Orders (POs) is a key part of effective procurement in Microsoft Dynamics 365 Supply Chain Management. The platform provides a range of tools that allow you to monitor the full PO lifecycle—from creation to invoicing—helping you stay informed and reduce delays in the purchasing process.

Each PO in D365 moves through various status stages that reflect its progress. Understanding how these statuses work helps you manage expectations, ensure compliance, and resolve bottlenecks.

In this blog, we will walk through how to view and manage Purchase Order statuses in D365 Supply Chain Management.

Step 1: View All Purchase Orders
Navigate to Procurement and Sourcing > Purchase Orders > All Purchase Orders

This page shows a list of all existing POs, their vendors, totals, and most importantly—their current status. Common PO statuses include:

• Approved
• Confirmed
• Received
• Invoiced
• Canceled

You can use filters at the top of the form to quickly find POs based on their current status, vendor, or date range.

Step 2: Understand the PO Statuses
Each status represents a different phase in the order lifecycle:

• Approved: The PO has been reviewed and approved for processing.
• Confirmed: The vendor has acknowledged receipt of the PO.
• Received: Items in the PO have been partially or fully received.
• Invoiced: The invoice has been matched and posted against the PO.
• Canceled: The PO was closed or invalidated before completion.

You can see status changes reflected automatically as actions are taken on the PO (e.g., when products are received or invoices are posted).

Step 3: Drill into Specific Purchase Orders
Click on any PO number in the list to open its details.

Once inside the PO record, you can navigate through different tabs such as:

• Header: Overall PO details
• Lines: Item-level data
• Delivery schedule: Expected delivery dates
• Confirmation: Vendor confirmation status
• Receipts: Goods receipt journals
• Invoice: Related invoices and posting information

These tabs help you pinpoint exactly where a PO might be delayed or incomplete.

Step 4: Manually Update or Confirm Statuses
Depending on your role and permissions, you may need to update PO statuses manually in some workflows.

For example:

• Navigate to Purchase Order > Confirmation and click Confirm to update the status.
• Go to Receive > Product Receipt to register that goods have arrived.
• Navigate to Invoice > Invoice Journal to post an invoice and move the PO to “Invoiced” status.

These manual updates ensure that the system reflects real-world progress and helps downstream functions like Accounts Payable and Inventory.

Step 5: Use Workflow for Approvals
If your organization uses workflow approvals for POs:

• Navigate to Procurement and Sourcing > Setup > Procurement and sourcing workflows
• Here, you can define rules for PO approval based on thresholds, roles, or departments.

This adds control and visibility over how POs progress from Draft to Approved status.

Step 6: Track History with the Change Log
To track updates, go to: Inquiries > Purchase order > Purchase order history

Here, you can see a log of changes made to the PO, including who made the change and when. This is helpful for audit trails and troubleshooting delays.