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PO Lifecycle

Every purchase order follows a five-stage lifecycle from creation to closure.

The five stages​

Created → Submitted → Approved → Reviewed → Closed

Created​

A field worker has submitted a new PO in the AppSheet app. The PO exists in the system but has not yet been formally submitted for approval. This is the starting point for all purchase orders.

Submitted​

The PO has been submitted for management review. Someone in the office needs to take action on it. A PO in Submitted status typically appears in the Live Feed as a new event requiring attention.

Approved​

A manager has approved the purchase. The vendor can proceed with the work or delivery. Approved POs are visible on the job detail panel with a green status badge.

Reviewed​

The PO has been reviewed post-completion. Work is done and the PO is in a final verification state before being formally closed.

Closed​

The PO is complete and finalized. No further action is required. Closed POs remain visible on job and worker detail panels for historical reference.

Status badges​

Job detail panel or worker detail panel showing PO status badges in all five colors: orange (Created), yellow (Submitted), green (Approved), blue (Reviewed), and gray (Closed) displayed across multiple PO entries

In the dashboard, PO status is shown as a color-coded badge:

StatusBadge color
CreatedOrange (pending)
SubmittedYellow (action needed)
ApprovedGreen (done)
ReviewedBlue (informational)
ClosedGray (complete)

PO events in the Live Feed​

Live feed showing a PO Status Change event with the PO details, the previous status (e.g., Submitted), and the new status (e.g., Approved) clearly displayed in the event row

Each time a PO changes status, an event appears in the Live Feed showing the PO details, the previous status, and the new status. This gives operations directors a real-time view of the approval pipeline without checking the AppSheet app directly.