{"id":189,"date":"2019-07-14T06:57:14","date_gmt":"2019-07-14T06:57:14","guid":{"rendered":"http:\/\/support.unicommerce.com\/?p=1"},"modified":"2025-01-07T15:18:25","modified_gmt":"2025-01-07T09:48:25","slug":"purchase-orders-2","status":"publish","type":"ht_kb","link":"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/","title":{"rendered":"What is Purchase Orders and its Lifecycle"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<div class=\"ez-toc-title\" style=\"cursor:inherit\">Contents<\/div>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-5'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#Purchase_Orders_overview\" >Purchase Orders overview<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-5'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#Purchase_Order_Lifecycle\" >Purchase Order Lifecycle<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-5'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#When_does_an_PO_attain_a_particular_status\" >When does an PO attain a particular status?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-5'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#%E2%80%8BHow_do_you_know_the_current_status_of_a_PO\" >\u200bHow do you know the current status of a PO?<\/a><\/li><\/ul><\/nav><\/div>\n<h5 dir=\"ltr\"><span class=\"ez-toc-section\" id=\"Purchase_Orders_overview\"><\/span>Purchase Orders overview<span class=\"ez-toc-section-end\"><\/span><\/h5>\n<p dir=\"ltr\">Purchase Order is a document shared with the vendor indicating the product (SKUs), their respective quantities and the agreed price. It is basically a communication of \u2018intention to buy\u2019.<\/p>\n<p dir=\"ltr\">Whenever inventory levels go low Uniware uses its different mechanisms to suggest purchase quantity under <a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/backorders\/\">Backorders<\/a>. It makes sure that no extra effort goes in replenishing the inventory levels whenever necessary.<\/p>\n<p dir=\"ltr\">The system also supports the procurement of the same SKU from different suppliers\/vendors. <a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/vendor-management\/\">Learn more about Vendor Management.<\/a><\/p>\n<h5 dir=\"ltr\"><span class=\"ez-toc-section\" id=\"Purchase_Order_Lifecycle\"><\/span>Purchase Order Lifecycle<span class=\"ez-toc-section-end\"><\/span><\/h5>\n<p dir=\"ltr\">A Purchase Order can go through various stages in a purchase life cycle. This empowers the various users of the system to monitor what is happening with the products coming into the business. Various phases of the purchase lifecycle can be broadly explained with a simple annotation below:<\/p>\n<p dir=\"ltr\"><strong>PO created &gt;\u00a0 \u00a0 \u00a0 \u00a0PO Approved &gt;\u00a0 \u00a0 \u00a0 \u00a0 PO sent &gt;\u00a0 \u00a0 Order Received at<br \/>\n<\/strong><strong>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Warehouse (GRN)<\/strong><\/p>\n<p dir=\"ltr\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-14141\" src=\"http:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025.png\" alt=\"\" width=\"483\" height=\"130\" srcset=\"https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025.png 370w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025-300x81.png 300w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025-50x14.png 50w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025-60x16.png 60w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025-100x27.png 100w\" sizes=\"(max-width: 483px) 100vw, 483px\" \/><\/p>\n<p dir=\"ltr\"><strong>Purchase Order Statuses<\/strong><\/p>\n<p>Uniware defines comprehensive statuses in the Purchase Order life cycle in order to keep a complete track.<\/p>\n<p dir=\"ltr\"><strong>\u200bA Purchase Order can go through various stages in a purchase life cycle. This empowers the various users of the system to monitor what is happening with the products being sold in the business. Various phases of a purchase order in purchase lifecycle are as defined:<\/strong><\/p>\n<ul>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0 Created \u2013 The PO has been successfully created.<\/p>\n<\/li>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0\u00a0Waiting for approval \u2013 The PO is sent for approval and waiting to be approved.<\/p>\n<\/li>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0\u00a0Approved- The PO has been approved to be placed with\/emailed to the vendor.<\/p>\n<\/li>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0\u00a0Completed \u2013 All the items in the Purchase Order have been fulfilled and completed with the vendor.<\/p>\n<\/li>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0\u00a0Cancelled \u2013 All items in the PO have been cancelled before being approved.<\/p>\n<\/li>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0\u00a0Rejected \u2013 The PO has been rejected.<\/p>\n<\/li>\n<li dir=\"ltr\">\n<p dir=\"ltr\">\u00a0\u00a0Amended\u2013 The PO has been updated\/edited after being approved and before being received. Please note that the system doesn\u2019t allow editing a PO after it is received partially\/completely.<\/p>\n<\/li>\n<\/ul>\n<h5 dir=\"ltr\"><span class=\"ez-toc-section\" id=\"When_does_an_PO_attain_a_particular_status\"><\/span>When does an PO attain a particular status?<span class=\"ez-toc-section-end\"><\/span><\/h5>\n<p dir=\"ltr\">When a Purchase Order is \u2018created\u2019 successfully, it has to be sent for approval with the Finance team. During \u2018created\u2019 state, you can keep adding the items to PO until it is sent for approval. <a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/how-to-create-po-2\/\">Learn about how to create Purchase Orders<\/a>.<\/p>\n<p dir=\"ltr\">Once it is sent for approval, its status changes to \u2018Waiting for approval\u2019. The Finance people can either reject it, changing its status to \u2018Rejected\u2019 or approve it, following which it assumes the status \u2018Approved\u2019. However, the order can be \u2018cancelled\u2019, this might happen if it is recognised that the products ordered were not required. The order remains in the system with the status \u2018Cancelled\u2019.<\/p>\n<p dir=\"ltr\"><a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/additional-actions-on-purchase-orders\/\">How do we cancel a PO?<\/a><\/p>\n<p dir=\"ltr\"><strong>Please note:<\/strong> The status \u2018Cancelled\u2019 can be set only if the PO was not approved. After approval it can only be rejected.<\/p>\n<p dir=\"ltr\">At approval, the PO is sent to the vendor\/merchant. <a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/approve-a-purchase-order\/\">Know more on how to send PO to the vendor<\/a>. If you receive all the goods and the order is completely fulfilled, its status is set to \u2018Complete\u2019.<\/p>\n<p dir=\"ltr\">If an order is not received and you edit it, add\/remove the items\/quantities, its status is set to \u2018Amended\u2019. And only after all the items are either received or cancelled, the Purchase Order status is set as \u2018Complete\u2019.<\/p>\n<p dir=\"ltr\">\u00a0Let us try to understand this process with the help the following illustration:<img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-14135\" src=\"http:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_5.png\" alt=\"\" width=\"603\" height=\"375\" srcset=\"https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_5.png 603w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_5-300x187.png 300w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_5-50x31.png 50w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_5-60x37.png 60w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_5-100x62.png 100w\" sizes=\"(max-width: 603px) 100vw, 603px\" \/><\/p>\n<h5 dir=\"ltr\"><span class=\"ez-toc-section\" id=\"%E2%80%8BHow_do_you_know_the_current_status_of_a_PO\"><\/span>\u200bHow do you know the current status of a PO?<span class=\"ez-toc-section-end\"><\/span><\/h5>\n<p dir=\"ltr\">All the Purchase Orders are captured with their current statuses in the system. These can be easily accessed on the path Purchase &gt; Purchase Orders.<\/p>\n<p dir=\"ltr\">The filter on the field status can be applied to search a specific PO.<img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-14134\" src=\"http:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6.png\" alt=\"\" width=\"951\" height=\"414\" srcset=\"https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6.png 951w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6-300x131.png 300w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6-768x334.png 768w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6-50x22.png 50w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6-60x26.png 60w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_6-100x44.png 100w\" sizes=\"(max-width: 951px) 100vw, 951px\" \/><\/p>\n<p dir=\"ltr\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-14133\" src=\"http:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-1024x490.png\" alt=\"\" width=\"643\" height=\"308\" srcset=\"https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-1024x490.png 1024w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-300x144.png 300w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-768x367.png 768w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-50x24.png 50w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-60x29.png 60w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7-100x48.png 100w, https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_07012025_7.png 1296w\" sizes=\"(max-width: 643px) 100vw, 643px\" \/><\/p>\n<p><a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-order-statuses-2\/\">Need details?<\/a><\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p dir=\"ltr\"><a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-order-statuses-2\/\">Purchase Order statuses<\/a> \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0 \u00a0 <a href=\"http:\/\/support.unicommerce.com\/index.php\/knowledge-base\/how-to-create-po-2\/\">Creating a Purchase Order<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Purchase Orders overview Purchase Order is a document shared with the vendor indicating the product (SKUs), their respective quantities and the agreed price. It is basically a communication of \u2018intention to buy\u2019. Whenever inventory levels go low Uniware uses its different mechanisms to suggest purchase quantity under Backorders. It makes&#8230;<\/p>\n","protected":false},"author":3,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"_eb_attr":""},"ht-kb-category":[20],"ht-kb-tag":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What is Purchase Orders and its Lifecycle - Unicommerce Support Portal<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What is Purchase Orders and its Lifecycle - Unicommerce Support Portal\" \/>\n<meta property=\"og:description\" content=\"Purchase Orders overview Purchase Order is a document shared with the vendor indicating the product (SKUs), their respective quantities and the agreed price. It is basically a communication of \u2018intention to buy\u2019. Whenever inventory levels go low Uniware uses its different mechanisms to suggest purchase quantity under Backorders. It makes...\" \/>\n<meta property=\"og:url\" content=\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/\" \/>\n<meta property=\"og:site_name\" content=\"Unicommerce Support Portal\" \/>\n<meta property=\"article:modified_time\" content=\"2025-01-07T09:48:25+00:00\" \/>\n<meta property=\"og:image\" content=\"http:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025.png\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/\",\"url\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/\",\"name\":\"What is Purchase Orders and its Lifecycle - Unicommerce Support Portal\",\"isPartOf\":{\"@id\":\"https:\/\/support.unicommerce.com\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#primaryimage\"},\"thumbnailUrl\":\"http:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025.png\",\"datePublished\":\"2019-07-14T06:57:14+00:00\",\"dateModified\":\"2025-01-07T09:48:25+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/\"]}]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#primaryimage\",\"url\":\"https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025.png\",\"contentUrl\":\"https:\/\/support.unicommerce.com\/wp-content\/uploads\/2025\/01\/POlifecycle_1.1_07012025.png\",\"width\":370,\"height\":100},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/support.unicommerce.com\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Articles\",\"item\":\"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"What is Purchase Orders and its Lifecycle\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/support.unicommerce.com\/#website\",\"url\":\"https:\/\/support.unicommerce.com\/\",\"name\":\"Unicommerce Support Portal\",\"description\":\"Know more about Uniware\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/support.unicommerce.com\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"What is Purchase Orders and its Lifecycle - Unicommerce Support Portal","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/support.unicommerce.com\/index.php\/knowledge-base\/purchase-orders-2\/","og_locale":"en_US","og_type":"article","og_title":"What is Purchase Orders and its Lifecycle - Unicommerce Support Portal","og_description":"Purchase Orders overview Purchase Order is a document shared with the vendor indicating the product (SKUs), their respective quantities and the agreed price. 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