Accepting a PO and what each status means
Set the ETD, accept a PO to start production, request changes, mark production complete, and understand every PO status.
When a company sends you a PO, it arrives as Submitted. You check it, set the date you expect to finish, and accept it. If something is wrong, you request changes instead. This article covers each step and explains every status.
#Step 1: Set the ETD
The ETD is the date you expect the goods to be finished. You must set it before you can accept the PO.
You can set it in three ways:
- On the PO: in the Dates card, pick the date and press Save ETD.
- From the list: ⋯ → Set ETD….
- For many POs: tick them in the list and press Set ETD.
Good to know
The ETD is passed to the company's orders automatically, so their customers' dates follow yours. Keep it up to date. If production slips, save a new ETD and send a message to the company.
#Step 2: Accept & Start Production
For a Submitted PO:
- Set the ETD.
- Press Accept & Start Production.
The PO moves to Production and the company is told.
You can accept many POs at once from the list. Only POs that have an ETD are accepted.
If you see "Open the PO and set the ETD before starting production", no ETD has been saved yet.
Watch out
You cannot un-accept a PO. If you accepted one by mistake, message the company straight away.
#If something is wrong: Request Changes
Request changes when something on a Submitted PO is wrong. For example: the price, the quantity, the sizes, missing artwork, or a date you cannot meet.
- Press Request Changes.
- Type the reason. Be specific, so the company knows what to fix.
- The PO moves to Not Approved. Your reason is posted in the PO's messages and sent to the company's approvals.
- You see "Changes requested — awaiting an updated PO from the merchant".
- The company fixes the PO and sends it again. It returns to Submitted for you to accept.
#Step 3: Production Complete
When the goods are finished, press Production Complete. The PO moves to Ready to Ship and the company is told to arrange freight.
Watch out
Production complete does not mean the goods have left your factory. When they physically leave, use Ship now — left factory on the shipment. See Freight and shipments.
After production is complete you can also upload photos of the finished garments. See Production photos and panel prints.
#PO statuses
| Status | What it means for you |
|---|---|
| Submitted | A new PO. Set an ETD and accept it. |
| Not Approved | You requested changes. Wait for the company to send it again. |
| Production | Accepted. You are making it. |
| Ready to Ship | Production is complete. Put it on a shipment. |
| Shipping | It has left the factory. |
| Delivered | The company has received it. |
| On Hold / Partial On Hold | Stop work on the held lines. See Holds. |
| Closed | Finished and filed. |
Delivered and Closed are set by the company. There is nothing for you to do.
#Payment statuses
A PO also has a payment status: Unpaid, Partial or Paid. The company sets this when they record a payment. See Payments and payment requests.
#Common questions
The Accept button is missing. The PO is not Submitted. It may already be accepted, Not Approved, or on hold.
Accept is greyed out. You may have a price proposal waiting on this PO or its product. Accept once the company approves or rejects it. See Proposing changes, prices and custom items.
I see "Set the ETD before moving to Production". Save an ETD first.
The date the company needs is not realistic. Set the real ETD and explain in messages, or request changes.
The company changed the PO after I accepted it. It shows in To get done as "POs the merchant has changed". Check what changed before you carry on.