Purchase Order Lifecycle¶

Models the lifecycle of a Purchase Order (PO) raised by the retailer to a supplier, from initial draft through approval, fulfilment, and three-way match closure (PO + Goods Receipt + Invoice). Covers partial deliveries, amendments, and cancellations.

Object: purchase-order · States: 8 · Transitions: 10

State Diagram¶

flowchart LR

    %% ── classDef palette ─────────────────────────────────────
    classDef stInit  fill:#0d9488,stroke:#0f766e,color:#fff,font-weight:bold
    classDef stNorm  fill:#3b82f6,stroke:#2563eb,color:#fff
    classDef stOk    fill:#16a34a,stroke:#15803d,color:#fff,font-weight:bold
    classDef stFail  fill:#dc2626,stroke:#b91c1c,color:#fff,font-weight:bold
    classDef stHold  fill:#d97706,stroke:#b45309,color:#fff

    %% ── nodes ───────────────────────────────────────────────
    draft(["Draft"])
    submitted["Submitted"]
    acknowledged["Acknowledged"]
    partially_delivered["Partially Delivered"]
    delivered["Delivered"]
    invoiced["Invoiced"]
    closed[["Closed"]]
    cancelled[["Cancelled"]]

    %% ── transitions ─────────────────────────────────
    draft -->|"order-created"| submitted
    submitted -->|"order-confirmed"| acknowledged
    acknowledged -->|"inventory-adjusted"| partially_delivered
    partially_delivered -->|"inventory-adjusted"| delivered
    acknowledged -->|"inventory-adjusted"| delivered
    delivered -->|"payment-captured"| invoiced
    partially_delivered -->|"payment-captured"| invoiced
    invoiced -->|"payment-settled"| closed
    draft -->|"order-cancelled"| cancelled
    submitted -->|"order-cancelled"| cancelled

    %% ── class assignments ───────────────────────────
    class draft stInit
    class submitted,acknowledged,partially_delivered,delivered,invoiced stNorm
    class closed stOk
    class cancelled stFail

States¶

State	Label	Description	Initial	Terminal
`draft`	Draft	PO created but not yet submitted to supplier. Can be modified freely.	✓
`submitted`	Submitted	PO sent to supplier. Awaiting supplier acknowledgement.
`acknowledged`	Acknowledged	Supplier confirmed receipt and intent to fulfil. Delivery date agreed.
`partially-delivered`	Partially Delivered	Some PO lines received. Remaining items expected.
`delivered`	Delivered	All PO lines physically received and goods receipt created.
`invoiced`	Invoiced	Supplier invoice received and matched to PO and goods receipt.
`closed`	Closed	Three-way match complete. Payment authorised. PO archived.		✓
`cancelled`	Cancelled	PO cancelled before full delivery (stock no longer needed, supplier unable to fulfil).		✓

Transitions¶

From	To	Trigger	Guards
`draft`	`submitted`	`order-created`	All mandatory lines and supplier details complete; Buyer approval obtained (if required by spend threshold)
`submitted`	`acknowledged`	`order-confirmed`	Supplier sends acknowledgement with confirmed quantities and delivery date
`acknowledged`	`partially-delivered`	`inventory-adjusted`	Goods receipt created for partial quantities
`partially-delivered`	`delivered`	`inventory-adjusted`	Final outstanding lines received
`acknowledged`	`delivered`	`inventory-adjusted`	All PO lines received in a single delivery
`delivered`	`invoiced`	`payment-captured`	Supplier invoice matches PO and goods receipt (three-way match)
`partially-delivered`	`invoiced`	`payment-captured`	Invoice covers delivered quantities only; Partial invoice agreed with supplier
`invoiced`	`closed`	`payment-settled`	Invoice paid; No open discrepancies
`draft`	`cancelled`	`order-cancelled`	No goods received yet
`submitted`	`cancelled`	`order-cancelled`	Supplier agrees to cancellation before dispatch