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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Dynamics NAV 2018 Purc...
Small and medium business | Business Central, N...
Suggested Answer

Dynamics NAV 2018 Purchase Order Status

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Posted on by John Kavanagh 5

Is there a way to add a new status to Purchase Orders (such as cancelled or archived)? Currently we have to keep them as 'open' even if they have been cancelled as we do not have the option to change the status to 'cancelled' or 'archived'. I understand that we can delete the purchase orders, but for our own quality purposes, we need to keep a copy of all Purchase Orders raised.

Thanks,

John

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  • Suggested answer
    JAngle Profile Picture
    JAngle 133 on at

    There is an archive feature for PO’s. You can set it in the purchase & payables setup. More details on this: community.dynamics.com/.../512406

    In terms of recording cancellations you could look at using the “Reason Code” field. Might not be visible so try configuration, but a modification might be needed. You can then build up a list of reasons that it was cancelled for reporting purposes. That detail will then be on the archived version

  • John Kavanagh Profile Picture
    John Kavanagh 5 on at

    Hi,

    When I archive a PO, the status still shows as 'open'. What I want to do is find a way of changing the status to 'closed' or 'cancelled' or 'archived' so that you can see easily from the Purchase Orders tab which orders are still open, which are cancelled etc. Is this possible to do?

  • Suggested answer
    JAngle Profile Picture
    JAngle 133 on at

    It could be done as a modification. As the field is used in a lot of places it would be easier to implement your own. On the archive pages you could hide the regular “Status” field.

  • Suggested answer
    Community Member Profile Picture
    Community Member on at

    Hello,

    Adding to what Josh has replied with.. I have several customers who also need the history of Purchase Orders and utilizing the Archive functionality will meet the requirements. On the Purchase & Payable Setup you can check the Archiving Purchase Quotes, Blanket, and Orders and Ret. Orders boxes. What this does is each time some releases and reopens an Order an Archive is auto-saved. When the Purchase Order is completed or not needed anymore, a final Archive is made prior to deleting the document. You can then search for Purchase Order Archive and see the history of any PO and all the changes made, by user.

    If you want to add more Status options, as Josh mentioned, this is a customization.

    Hope this helps.

    Thanks,

    Steve

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