Tracking Live PO, PO History & Rejected PO

Use Live PO to see currently active purchase orders in progress, PO History for a complete historical record of every PO ever issued, and Rejected PO to see — and reassign — orders that were declined by a vendor or internal approver.

How these three views fit into the order lifecycle: A PO is created (typically from Quotation Comparison & Approval by clicking "Create PO") and starts its life in Live PO — visible here while goods are being prepared, shipped (ASN), and received (Gate Entry, Store Certification). Once the PO is fully processed — meaning goods are delivered, certified, and the order is closed or cancelled — it automatically moves into PO History for permanent record-keeping.

If, at any point, a vendor or internal approver rejects the PO (for example, a vendor cannot fulfill the agreed terms, or an internal reviewer catches a data error), it's routed to Rejected PO instead of proceeding further.

Step-by-step: working with Rejected PO

1. Open Rejected PO to see the list of declined orders.
2. Review the rejection reason attached to each record.
3. Decide whether to:
   • Correct the issue and resubmit to the same vendor, or
   • Reassign the requirement to a different approved vendor via Assign Vendor, effectively restarting the RFQ process for that line item.
4. Track the corrected/reassigned item back through Live PO once resolved.

Step-by-step: using PO History for reporting

1. Open PO History and use search/filter tools to locate a specific PO by number, vendor, or date range.
2. Use this record for audits, vendor performance reviews (comparing quoted vs. actual delivery), or financial reconciliation.

Direct answer for a common question: If you're trying to locate an order that seems to have "disappeared" from Live PO, check PO History first (it may have completed successfully) and Rejected PO second (it may have been declined) — between these three views, every PO in the system is accounted for.

Practical tip: Regularly checking Rejected PO — ideally daily for active procurement teams — prevents stalled procurement, since a rejected order sitting unresolved can delay downstream ASN creation and inventory availability.

Why this three-tier structure mirrors real-world procurement discipline: Many manual, spreadsheet-based procurement processes lose track of rejected or problematic orders because there's no dedicated "parking lot" for them — they either get silently forgotten or require someone to remember to follow up. By giving Rejected PO its own dedicated screen, the portal ensures nothing falls through the cracks, and every declined order remains visible until someone actively resolves it.

Frequently Asked Questions

How long does a PO typically stay in Live PO before moving to PO History? 

Until it's fully fulfilled (goods received and certified) or formally closed/cancelled — there's no fixed time limit, it's status-driven, not time-driven.

Can a rejected PO be directly reactivated, or must it be recreated? 

This depends on the reason for rejection — minor issues may allow correction and resubmission, while more significant issues may require reassigning to a different vendor via a fresh RFQ.

Does PO History include cancelled orders, or only successfully completed ones? 

PO History is generally the complete historical archive, including both successfully completed and formally cancelled/closed orders.

Can I filter Live PO by vendor to see everything currently in progress with one supplier? 

Yes, most list views support filtering/searching by vendor name or Vendor Code for exactly this purpose.

What's the most common reason a PO ends up in Rejected PO? 

Common reasons include vendor inability to meet quoted delivery timelines, pricing discrepancies discovered after quotation, or internal approval issues found during final review.

Should I always reassign a rejected PO to a new vendor, or try to fix it with the original vendor first? 

This depends on the rejection reason — a minor data or documentation issue is often best resolved with the original vendor, while a fundamental inability to fulfill (pricing, capacity, quality) is usually better addressed by reassigning through Assign Vendor.