Status changes on orders from system record as a draft until delivery and cancellation are recorded and tracked using the Change Status option located in the right click menu of purchase and purchase orders list.
The status change window contains the following options:
- Transaction type
- Scope of Transaction
The order status is specified using the options under the transaction type title.
Options under the transaction scope title are used to apply the status change to the slip line or slip bottom.
Transaction Types
From the first record stage, orders can be changed into the following status options.
- Draft
- Confirmed
- Approved
- Cancelled
- Closed
- Delivered
- Delivering
Order status changes are applied per line. Line status information changes the slip status. When an order is recorded for the first time, the status of all line will be “draft” as default. Therefore, the status of the slip will also be draft. Slip statuses depending on line status are:
When the Status is Draft/Confirmed,
If the status of an order transaction is draft/confirmed, the order transaction does not update any totals. The status that follows the draft/confirmed order line status can be “approved”.
The meaning of the approved status in the current system is “deliverable”. An approved order transaction updates the following info.
- Warehouse Totals
- AR/AP Risk Info (if the risk tracking is selected as Yes for the AR/AP)
When the Status is Approved,
An approved order line can take the following status options.
- Draft
- Confirmed
- Delivering
- Closed
- Canceled
When the status of an approved order is changed to draft by the user, warehouse total and AR/AP updates are undone.
When the status of an approved order is changed to confirmed by the user, warehouse total and AR/AP updates are undone.
When an order transaction is transferred into a dispatch or invoice, the status of the order transaction changes to “Shipping” if the transferred amount total is less than the order transaction amount.
In order to change the status of an approved order to closed, the whole order should be shipped, or the status change must be selected as closed by the user.
When an order transaction is transferred into a dispatch or invoice, the status of the order transaction changes to “Closed” if the transferred amount total is less than or equal to the order transaction amount.
Stock totals and risk information are updated when the status of the order slip is changed to closed by the user.
The status of a “Shipping” order can change to Approved or closed.
The status of a “Closed” order can change to Approved or shipping.
Scope of Transaction for Status Changes
Status changes can be applied to the order slip bottom or to slip lines. The selection is made on the Scope of Transaction field of the status change window.
If all lines are selected, the status change is applied to the whole order slip.
User selected lines are used to change the status of certain lines on the slip. Order lines of which the status will be changed are specified using filters.
Status change filter options are:
Filter | Value |
|---|---|
Type | Material / Service / Material Set / Asset / Material Class |
Material / Service Code | Group / Range |
Material / Service Description | Group / Range |
Delivery Date | Start / End |
Warehouse | Group |
Once required conditions are specified on filter lines, the OK button is clicked, and the order transactions matching the conditions are listed. Transactions for which the status change will be applied are selected, and the status change is completed by clicking the OK button.