Fourteen stages, one order.
Most tools track a PO. An order starts before the PO and ends after the payment.
In short. A complete lifecycle for a cross-border purchase — Sample, Quotation, Purchase Order, Production, Export Clearance, Departure, Shipping Documents, Port Arrival, Import Clearance, Goods Received, Invoice, Payment, Inspection, Feedback — with what each stage means and the data it carries.
| # | Stage | Means | Whose move | Data / documents |
|---|---|---|---|---|
| 1 | Sample | Sample requested, sent, tested, approved or rejected | Both | Quantity, COA, photos |
| 2 | Quotation | Supplier's price offer and negotiation | Both | Price, currency, unit, incoterm, payment terms |
| 3 | Purchase Order | PO issued and signed back | Supplier | PO number and document; free time and required documents read from it |
| 4 | Production | Goods being made and packed | Supplier | Planned ready date; T/T advance gate |
| 5 | Export Clearance | Export customs and inspection at origin | Supplier | Declaration / inspection result |
| 6 | Departure | Vessel, plane or truck has left | Supplier | ETD, carrier, container / B/L / tracking |
| 7 | Shipping Documents | Original set complete and sent (or to the bank under L/C, D/P) | Supplier | B/L, invoice, packing list, CO, health cert, COA, insurance — due by ETD |
| 8 | Port Arrival | Vessel at destination port; free time starts | Carrier | Arrival notice |
| 9 | Import Clearance | Customs at destination | Buyer or broker | Free time countdown; amber at 4 days |
| 10 | Goods Received | Goods at the warehouse | Buyer | Goods receipt from ERP, variance, photos |
| 11 | Invoice | Invoice received and processing | Supplier | Invoice; status vocabulary |
| 12 | Payment | Milestones paid | — | Per milestone; remittance reference |
| 13 | Inspection | Buyer QA inspects the lot | Buyer | Passed / issue found |
| 14 | Feedback | Outcome shared; order closes | Buyer | No issues, or a claim and credit note |
Domestic orders use a shorter set
Sample → Quotation → Purchase Order → Production → Dispatched → Goods Received → Invoice → Payment → Inspection → Feedback. No export or import clearance, no shipping-document set; a delivery note replaces it. The set follows the trade: when supplier and delivery address are in the same customs territory, the order is domestic.
Stages are inferred, not typed
A PO in the ERP means Purchase Order. A B/L or tracking number means Departure. A carrier arrival means Port Arrival. A goods receipt means Goods Received. An invoice posted means Invoice. Each move is evidence-based, logged, and can be corrected by hand — with the stage name identical everywhere it appears.
This is the default stage set in Pacifica. Buyers can rename, add, remove and reorder stages in Settings; the board, the order page, notifications and the assistant all use the same names.
Questions
Why does the order start before the PO?
Because the work does: samples and quotations can take months, and the PO number does not exist until the ERP creates it. Naming orders by PO alone loses that history.
Why are Shipping Documents due by ETD and not ETA?
Because on short lanes (China–Japan is 3–5 days) the vessel arrives before couriered originals; documents that leave with the ship clear on arrival.
Why is Inspection after Payment?
Payment often follows terms tied to the B/L date, while QA inspection happens after receipt; the order stays open until the lot is inspected and feedback given.
Related
See it on your own orders.
Launch your workspace in 30 seconds. First month free.