How to read a status
Different things in Procufy carry their own separate statuses at the same time. A requisition, each of its items, the purchase order, the shipment and the bill all move independently — so an order can read PAID while its bill is still open, and a requisition can read PARTIALLY_RECEIVED while one of its items is already COMPLETED.
Only the statuses listed here are ever written. If you have seen another value named somewhere, it is a placeholder that no part of the system sets — do not build a process or a report around it.
Requisition
| Status | Meaning | Moved by |
|---|---|---|
| PENDING | Submitted, waiting for Procurement to approve | Procurement Admin |
| APPROVED | Approved — the quotation round can begin | Procurement Admin |
| PARTIALLY_RECEIVED | Some items confirmed by the client, others still in flight. Normal, not a fault | Recalculated automatically |
| COMPLETED | Every item delivered and confirmed | Recalculated automatically |
| REJECTED | Not approved | Procurement Admin |
| CANCELLED | Withdrawn | Procurement Admin |
Requisition item
The item is the thing that actually travels. These eight are the states it passes through, in order.
| Status | Meaning | Moved by |
|---|---|---|
| SUBMITTED | On a requisition, not yet sent out for quotes | Client |
| QUOTE_REQUESTED | Vendors have been invited to quote on it | Procurement Admin |
| QUOTE_SELECTED | A winner has been chosen and the price agreed | Procurement Admin |
| PO_CREATED | On an issued purchase order | Procurement Admin |
| SHIPPED | Dispatched by the vendor, on its way to an ATI warehouse | Vendor Admin |
| RECEIVED | Checked in at the ATI warehouse | Procurement Admin |
| IN_TRANSIT | On its way from the warehouse to the client | Procurement Admin |
| COMPLETED | Confirmed received by the client. This is what releases the bill | Client |
Quotations
| Status | On | Meaning |
|---|---|---|
| REQUESTED | The request to a vendor | Sent, awaiting the vendor's price |
| ACCEPTED | The request to a vendor | The vendor has quoted |
| REJECTED | The request to a vendor | The vendor declined it |
| PARTICIPATE | The vendor's own response | Submitted; ATI has not yet decided |
| SELECT | The vendor's own response | This vendor won |
| REJECT | The vendor's own response | Not selected. No notification is sent for this |
Purchase orders and bills
| Status | On | Meaning |
|---|---|---|
| ISSUED | Purchase order | Live — the vendor can ship against it |
| PAID | Purchase order | Payment has been prepared — not necessarily collected yet |
| COMPLETED | Purchase order | Closed. The vendor completed the VAT/Tax record |
| INITIAL_APPROVED | Bill | Created by Finance Admin, awaiting authorisation |
| FINAL_APPROVED | Bill | Authorised by the Senior Account Manager |
| CHEQUE_PREPARED | Bill | Paid by the Assistant Account Manager — cheque or cash. The vendor can now collect |
| PAYMENT_COMPLETED | Bill | The vendor confirmed the money arrived |
| COMPLETED | Bill | The vendor completed the VAT/Tax record. Closed end to end |
A purchase order flips to PAID the moment Finance prepares the cheque or cash, before the vendor has been anywhere near it. The vendor's acknowledgement advances the bill, not the order. This trips up both sides regularly.