How to change a purchase order progress status in Books?

TB Books · purchase-orders · Last updated August 17, 2026 · Version 1

This process works in apps: TB Books

This article will teach you how to add custom PO labels like On water for clearance and switch them on a specific order.

Purchase Orders keep STATE as Open / Closed / Void (Closed means received into a bill). STATUS is a shop progress label you manage in Settings → Document Statuses. New POs start as Pending unless you change the default. Click the STATUS badge to move a PO from On water for clearance to Cleared — local freight coming without receiving stock.

Steps

• Go to Settings → Document Statuses.
• Click New Status and type the label (for example On water for clearance).
• Choose a color and check Purchase Orders. Optionally mark it as the default for new POs or after the PO is received.
• Add any other labels you need (Cleared — local freight coming, On the way).
• Open Purchases → Purchase Orders.
• Click the STATUS badge on that PO and pick the new label.
• Receive the PO separately when goods arrive — that still closes STATE, creates the bill, and applies the closed default progress label (Completed unless you pick another).

Conclusion & best practices

Changing progress does not receive inventory or mark the vendor paid. Payment still shows as a small hint under STATUS. Receive / Void remain the accounting actions.