Status meanings and allowed transitions for every transactional document in ZN ERP.
5 min read Updated Jun 2026
Reference
Document status codes
Every transactional document in ZN ERP has a status. The status determines what you can do next — for example, you cannot raise a goods receipt against a Cancelled PO, and you cannot edit a Posted invoice without reversing it first.
This page lists statuses per document type with their meaning and the transitions allowed.
Purchase Order
Status
Meaning
Allowed transitions
Draft
PO is saved but not yet approved — nobody downstream sees it.
→ Approved or Cancelled
Approved
PO has been authorised; the supplier copy can be sent.
→ Partially Received → Closed or Cancelled
Partially Received
One or more goods receipts have been posted but the PO is not fully fulfilled.
→ Closed (manual) or auto-close when fully received
Closed
PO is fully fulfilled or closed manually — no more receipts can be posted.
Final.
Cancelled
PO was voided before fulfilment.
Final.
Sales Invoice
Status
Meaning
Allowed transitions
Draft
Invoice is saved but not yet posted to the ledger or stock.
→ Posted or Cancelled
Held
Invoice was put on hold mid-entry (typically F9) and can be resumed.
→ Draft → Posted
Posted
Invoice has affected stock and accounts; visible in reports.
→ Partly Paid → Paid or reversed via Credit Note
Partly Paid
One or more receipts allocated, but balance remains.
→ Paid
Paid
Fully settled by one or more receipts.
Final unless allocation is unposted.
Cancelled
Invoice voided before posting — no impact on ledger or stock.
Final.
Quotation
Status
Meaning
Draft
Quote saved but not sent.
Sent
Quote has been e-mailed / WhatsApped / printed for the customer.
Accepted
Customer has confirmed; can be converted to a Sales Order or Invoice.
Rejected
Customer declined — closed for reporting.
Expired
Validity date has passed.
Converted
Used as the source of a downstream SO / Invoice.
Payment / Receipt vouchers
Status
Meaning
Draft
Voucher saved but not posted.
Posted
Voucher has hit the ledger.
Allocated
Posted and matched against specific invoices.
Reconciled
Marked as cleared in Bank Reconciliation (bank-side date recorded).
Reversed
Voided after posting via a reversing entry.
MRP (Material Resource Planning)
Status
Meaning
Planned
MRP run created a recommended action that has not been actioned.
Released
Recommendation has been converted to a PO or Production Order.
Cancelled
Recommendation was rejected by the planner.
Production Order (MPL)
Status
Meaning
Allowed transitions
Planned
Order created but materials not yet issued.
→ In-Progress
In-Progress
Materials issued; at least partial production reported.
→ Completed or Closed
Completed
Full planned quantity has been produced.
→ Closed
Closed
Variance posted; order is locked for further activity.
Final.
Cancelled
Cancelled before any material was issued.
Final.
Stock Adjustment
Status
Meaning
Draft
Adjustment saved but not yet approved — no stock impact.
Approved
Approved by the authorised user; stock balances updated.
Rejected
Refused at approval — can be edited and resubmitted.
Where you see this — the status is shown in every document list (e.g. Purchase Orders › List) as a coloured badge and is filterable from the column header.
Tip — if a document seems stuck (e.g. an old PO still in Approved after the supplier closed shop), use Close Manually from the document menu rather than cancelling — this preserves the history of the receipts already done against it.