> ## Documentation Index > Fetch the complete documentation index at: https://help.kwentra.com/llms.txt > Use this file to discover all available pages before exploring further. # Purchase Requests – Status, Authorization & Closing > Purchase requests now track ordering status, approval progress and per-line closing, the same way purchase orders do. A purchase request now tracks three things on its own: ordering, approval, and closing. This matches how purchase orders already work. ### **Business Value** * Shows approval progress separately from ordering progress, on every request. * Shows how much of each line is still to order. * Closes single lines and keeps the rest of the request working. * Makes purchase requests work the same way as purchase orders. * Frees a request stuck on one item you cannot get. ### **Use Cases** * A buyer closes the line for an item the vendor cannot supply, and orders the rest. * A purchasing manager filters Pending Authorization requests and follows up with approvers. * A cost controller checks a returned line and sees its status go back to Pending. ### **How It Works** | **Where:** Back Office → Purchasing → Purchase Requests | | - | A request now shows three fields: | Field | What it shows | | - | - | | **Status** | How far ordering has got | | **Authorization Status** | How far approval has got | | **Line Status** | Each line's own ordering position | #### **Line Item Status** Each request line has its own read-only **Status** column, next to the requested and ordered quantities. | Line Status | When | | - | - | | **Draft** | The request is Draft. | | **Pending** | Nothing is ordered on the line yet. | | **Partially ordered** | Some is ordered, less than requested. | | **Ordered** | The full requested quantity is ordered. | | **Closed** | The line was closed with nothing ordered. | | **Partially ordered + Closed** | The line was closed after some was ordered. | Approval is not part of this status. See **Authorization Status** below. #### **Example: Request #12** Request #12 is submitted. Every line is approved. | Line | Requested | Ordered | Line Status | | - | - | - | - | | Item A | 10 | 10 | **Ordered** | | Item B | 10 | 4 | **Partially ordered** | | Item C | 10 | 0 | **Pending** | The request **Status** is **Partially ordered**. #### **When a Line Status Changes** | You | The line Status | | - | - | | Submit the request for approval | Leaves Draft | | Return the request to draft | Goes back to Draft | | Create a purchase order from the request | Moves forward | | Edit or delete a purchase order line | Is worked out again | | Close purchase order lines | Can move back | | Close the request line | Becomes Closed, or Partially ordered + Closed | | Add, edit or delete a request line | Is worked out again | | **Note:** A line can move back. Closing a purchase order line returns the unreceived quantity to the request. Close the purchase order line that carried Item B's 4, and Item B goes back to **Pending**. | | - | #### **Authorization Status** Purchase requests also show an **Authorization Status**, [like purchase orders](/back-office/purchasing/work-with-purchase-orders#authorization-status). It tracks approval only. | Authorization Status | When | | - | - | | **Pending Authorization** | No line has an approval or rejection yet. | | **Partially Authorized** | At least one line is done. Something is still not done. | | **Fully Authorized** | Every line is done. | A line is **done** when one of these is true: * It is approved to its last required level. * It is rejected. * Its item needs no authorization. A **closed** request is always **Fully Authorized**. | **Note:** A line that needs no authorization counts as done from the start. A request with that line and an untouched line shows **Partially Authorized**, even if nobody approved anything. | | - | #### **When the Authorization Status Changes** | You | The Authorization Status | | - | - | | Approve line items | Moves forward | | Reject line items | Moves forward. A rejected line is done. | | Return a line to the creator or to a level | Can move back | | Close the request | Becomes Fully Authorized | | Delete a line | Is worked out again | | Add a new line | Can move back | #### **Closing Lines** You now close purchase request lines one by one, like purchase orders. The **Close** button on the whole request is gone. No reason is asked for. 1. Tick the lines you want to close. These are the same ticks you use to approve and reject. 2. Click **Close**. Tick nothing, and you get **"At least one item should be selected."** Each ticked line is handled on its own. One line that cannot close does not stop the others. | The line | Becomes | Requested quantity | | - | - | - | | **Pending** — nothing ordered | **Closed** | Drops to nothing | | **Partially ordered** | **Partially ordered + Closed** | Drops to what was ordered | | **Ordered** — all of it ordered | Cannot be closed | No change | Closing rewrites the line to what was really ordered. A fully ordered line has nothing left to give up. Tick it, and you get `Item {item} is already fully ordered.` #### **Example: Closing Request #12** Close Item B and Item C: * Item C now requests nothing. It is **Closed**. * Item B now requests 4. It is **Partially ordered + Closed**. * Item A cannot be closed. It is already **Ordered**. The request now reads **Partially ordered + Closed**. #### **Where Close Is Offered** * On **Pending** and **Partially ordered** requests. * Not on a **Draft**. Edit the request instead. * Not on an **Ordered** or a **Closed** request. Every line is past closing. #### **What a Closed Line Can No Longer Do** * It no longer shows in the lines you can add to a purchase order. * It no longer counts for the Authorization Status. A request whose only unapproved line is closed reads **Fully Authorized**. #### **The Request Status** The request **Status** comes from its lines: | The request's lines | Status | | - | - | | Every line **Closed** or **Partially ordered + Closed** | **Closed** | | Every line **Ordered** | **Ordered** | | Nothing Pending or Partially ordered, and at least one closed | **Partially ordered + Closed** | | Any line **Partially ordered**, or Pending and Ordered together | **Partially ordered** | | Every line **Pending** | **Pending** | A **Draft** request stays Draft, whatever its lines say. **Pending approval** is retired. Approval now shows only in the Authorization Status. | **Note:** A request with a fully ordered line never reaches **Closed**. That line cannot be closed. **Closed** needs every line closed. | | - | #### **Where Else You See It** * The purchase request printout shows each line's Status. * The Purchase Requests listing has an **Authorization Status** column and filter. Combine it with the **Status** filter to match both. * The **Pending authorization level** filter is unchanged. It shows which level a request is waiting on. * The **Purchase Requests** report uses the same names in its Status and Authorization Status filters. * The assistant's purchase-request search and detail views return the Authorization Status, as they already do for purchase orders. * A closed request is still read-only, and still hidden from the purchase request API. * Quantities already on a purchase order stay there. You can still receive them. * [Return to Draft](/back-office/purchasing/create-purchase-requests#draft-and-submit) works only on a **Pending** request. #### **Existing Requests** Existing requests moved to the new values after the update: * **Pending ordering** became **Pending**. * **Pending approval** became **Pending** or **Partially ordered**, based on what was ordered. * **Fully ordered** became **Ordered**. * Old closed requests kept their status. Their lines were marked closed. * The Authorization Status was filled in from each request's approvals and rejections. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.