Statuses

Overview

Records and transactions are managed using statuses. For example, statuses are used to mark customers, suppliers, and materials active or inactive. Statuses can also be used to mark transactions pending, complete, or reconciled.

Each module has its own Statuses which can be customised.

Navigation: Main Menu > Setup > Settings & Defaults > Status (tab)

Buttons and Filters Explained

• Module (filter)

  • Provides a dropdown list of all the modules for which statuses can be set.

  • Certain modules have fixed statuses, and those modules do not appear on the dropdown list.

• Arrows: Navigates between the modules

• Add: Adds a line in which a new status can be entered.

• Reset: Resets the selected module. Will display an error message prompting a new module to be selected.

• View: Refreshes the display.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the status.

• Image: A colour selector for the status.

• Description: A user-defined description for the status.

• Group: There are four status groups. Although an unlimited number of statuses can be created, each status must be allocated to one of these groups:

  • • 🟨 Pending

    • 🟦 Active 

    • 🟩  Complete

    • 🟥 Cancelled

• Default: Default statuses are used to manage certain conditions (see Default Statuses below).

• Editing: Checkbox:

  • • Checked = Records (e.g. transactions, service tickets) can be edited while in this status.

    • Unchecked = Records cannot be edited and become read-only.

    • For example, this checkbox should be checked for Pending transactions. It should be unchecked for Completed or Reconciled transactions.

• Accounting: Checkbox:

  • • Checked = Transactions are posted to the ledger.

    • Unchecked = Transactions are not posted to the ledger.

    • For example, this checkbox should be unchecked for Pending or Cancelled transactions. It should be checked for Active (optional) or Completed transactions.

• Inventory: Checkbox:

  • • Checked: The transaction updates inventory.

    • Unchecked: The transaction does not update inventory.

    • This option depends on the transaction and whether the inventory update is permanent (issued, received), or temporary (reserve). See screenshots below for some examples.

• Approvals

  • If checklists and approvals are used, this feature changes the transaction's status as it is approved or declined.

  • Statuses can be selected for the following:

    • Approval: Select this option for active statuses on transactions that must be approved.

    • Approved: Select this option for completed statuses on transactions that should no longer be edited.

    • Declined: Depending on the transaction, select this option for pending statuses (so the transaction can be edited) or select this option for cancelled statuses (so the transaction is set to cancelled if not approved).

• Menu (...)

  • Click the last column to display an X, click the X to delete the status.

  • Once a status is used it cannot be deleted.

Default Statuses

The different modules have their own default statuses. Here is an alphabetical list of all the defaults. 

• Batch Complete

  • Work Orders in this Status are excluded from the Batch Tracking Report.

• Credit Note

  • The status when a credit note has been issued by copying the original customer invoice.

  • This default should be allocated to a status in the complete group.

• Debit Note

  • The status when a debit note has been issued by copying the original supplier invoice.

  • This default should be allocated to a status in the complete group.

• Delivered

  • The status when the order has been delivered.

  • This default should be allocated to a status in the complete group.

  • Applies to Sales Orders.

• Inventory Issued

  • The status when inventory has been issued to the transaction.

  • This default should be allocated to a status in the active or complete groups.

  • Applies to Sales Orders.

• Invoiced

  • The status when the customer has been invoiced.

  • This default should be allocated to a status in the complete group.

  • Applies to Sales Orders.

• New

  • Default Status for a new Transaction or Record.

  • This default is mandatory, so the system knows which status to allocate to new entries.

  • Applies to all modules.

  • The name of the transaction may be appended onto the word new (e.g. New Sales Order) 

• None

  • Used for statuses that do not have one of the defaults listed below.

  • Applies to all transactions.

• Output

  • The transaction has been previewed, printed or emailed.

  • This default should be allocated to a status in the complete group (e.g. once a quotation has been printed or email, it should not be changed).

  • If the transaction is already in a complete or cancelled status, accessing Output will not change the transaction's status.

  • Applies to all transactions.

• Output Received

  • This default indicates the work order is complete and the finished goods have been issued.

  • Applies to Work Orders

• Purchased/Issued

  • This status is used to indicate the stock or services needed has been ordered.

  • The default should be allocated to a status in the Active or Pending groups.

  • Applies to Work Orders

• Quote Lost - Version

  • When a quote that has versions is accepted, the other versions can be automatically marked as lost.

  • This default should be selected for a status in the Cancelled group.

  • Applies to quotations

• Quote Accepted

  • This is the status that will trigger the other versions to be set as lost.

  • This default should be selected for a status in the Complete group.

  • Applies to quotations

• Reconcile

  • The status to indicate the transaction has been reconciled (e.g. VAT or Bank recon complete).

  • It can also be used to indicate the transaction has been checked by a manager or internal auditor.

  • This default should be selected for a status in the Complete group.

  • Applies to all transactions, but mostly used for ledger transactions.

• Work Order

  • The status when a work order has been issued from the sales order.

  • This status should be selected for a status in the Active or Complete groups depending on which of the other status defaults are used.

  • Applies to Sales Orders

Examples