A Cancelled Order Shouldn't Look Like an Active One | Fohlio

Once a purchase order is no longer going forward — a supplier can't fulfill it, a client changed direction, an item got substituted — that PO still needs to exist somewhere as a record. But leaving it in an active-looking status creates ambiguity for anyone reviewing procurement later: is this order still open, or was it actually cancelled?

A firm should be able to look at its purchase order list and know, without asking around, which orders are actually still active.

What's new

Purchase orders can now be marked with a new Voided status, distinct from other statuses in the workflow. Voiding a PO requires its own confirmation step, explaining clearly that the change can't be undone — preventing accidental voids on orders that are still in play.

This release also fixes an issue that could prevent purchase orders from generating from quotes that contained newly added, accounting-linked items — a gap that previously stalled the PO creation process for orders using those items.

See the full release updates

Why it matters

• Clean procurement records. A Voided status keeps cancelled orders visible for audit and history purposes without confusing them for active ones.
• Fewer accidental mistakes. The confirmation step protects against voiding a PO that's actually still needed.
• Fewer stalled orders. Fixing the accounting-linked item issue means POs generate reliably from quotes, even when new items were added along the way.

Use cases

• Cancelled supplier orders: When a supplier can't fulfill an order, void the PO to keep the record clean rather than leaving it in limbo under an active status.
• Procurement audits: Reviewing a project's purchase order history is faster and more accurate when voided orders are clearly distinguished from fulfilled or in-progress ones.
• Quotes with newly added items: Generating a PO from a quote that includes accounting-linked items added after the quote was first built now completes without the previous blocker.

Procurement records matter most after the fact — when someone's reconciling invoices or reviewing a project's history. This update makes sure that record stays accurate.