Statuses

Overview

  • Each module has context-specific Status lists which can be independently customised.
  • Status settings define conditions within the workflow and can be colour-coded.
  • Each transaction has two statuses: Header Status and Item Status.

Navigation: Main Menu > Setup > Transactions > Status (tab)

Status Settings

Buttons Explained

  • Add Header Status: Allows users to add a new Header Status.
  • Add Item Status: Allows users to add a new Item Status.

Filters Explained

  • Dropdown list of all Transaction Types (top right) for users to select.

Fields Explained: Header

ℹ️ This is the Status (bar) that appears in the header and often spans the entire width of the screen.

  • ID: A system-generated number for the status entry.
  • Colour: The colour assigned to that status.
  • Order: The Order in which statuses should be applied.
  • Description: A short Description of the status.
  • Group: The Status Group that statuses should be placed in. Options include:
    •  Pending: Ideally used when a transaction is being created.
    • Active: Ideally used when a transaction is entered, but further processing is required, e.g. approvals or the next transaction must be created (e.g. an invoice that is created from a Delivery Note).
    • Complete: Used when the transaction is complete and no further processing needs to be done.
    • Cancelled: Used to create an audit trail when transactions cannot or should not be deleted.
  • Default: When the status will appear by default. Options include:
    • None: The status should never be the default (e.g. Cancelled). This option should also be selected when users are required to manually move the status forward when they have completed a task.
    • New Transaction: The status should be the default when a transaction is first created (e.g. Pending). When setting up statuses for a transaction, at least one status must be assigned to New Transaction.
    • Pending: The status can optionally be the default for pending transactions.
    • Output: The status is set when some output has been completed (e.g. transaction has been previewed, printed or emailed). This status will only be applied if the transaction is not in a Complete or Cancelled status.
    • Part Complete: The status should be the default when a transaction is partially completed (e.g. Active)
    • Complete: The status should be the default when a transaction is complete.
    • Weighbridge: This status can be used for an item/s that must be weighed, or has been weighed.
    • Landing Costs: This status can be set for an item that is pending Landing Costs or for an item where the Landing Costs were allocated.
    • Cancel: This status can be set by a user to alert their supervisor that the transaction must be cancelled.
    • Reconciled: This status can be used for Bank or VAT Reconciliations to indicate the transaction was reconciled (submitted).
    • Planned: This status can be used with Sales or Work Orders to show the job is planned, but not yet in production.
    • Version: This status can be used for Quotations when customers are given choices that affect the price.
  • Editing: Whether editing is allowed with that status. The options are:
    • All: The transaction can be freely edited.
    • Status only: Only the Status can be changed. The rest of the transaction is read-only.
    • RFQ (Web App):  Only applicable to the app and allows users to edit specific fields in the transaction (e.g. Unit Price, Due Date).
    • None: No editing is allowed.
  • Accounting: A checkbox that if checked will post the transaction to the Ledger (referred to as updating accounting).
  • Inventory: A checkbox that if checked will update the Inventory Prices and Quantities.
  • Menu (...): A context menu that can also be reached by right-clicking a status. The options are:
    • Move Up: Reorders the statuses by moving the status one line up.
    • Move Down: Reorders the statuses by moving the status one line down.
    • Delete: Deletes the specific status.

Fields Explained: Items

ℹ️ This is the Status for a specific entry on the transaction. The status normally appears on the same line as the transaction.

  • ID: A system-generated number for the status entry.
  • Colour: The colour assigned to that status.
  • Order: The order in which statuses should be applied.
  • Description: A short Description of the status.
  • Group: The Status Group that statuses should be placed in. Options include:
    • Pending: Ideally used when a transaction is being created.
    • Active: Ideally used when a transaction is entered, but further processing is required, e.g. approvals or the next transaction must be created (e.g. an invoice that is created from a Delivery Note).
    • Complete: Used when the transaction is complete and no further processing needs to be done.
    • Cancelled: Used to create an audit trail when transactions cannot or should not be deleted.
  • Default: When the status will appear by default. The options include:
    • None: The status should never be the default (e.g. Cancelled).
    • New Transaction: The status should be the default when a transaction is first created (e.g. Pending).
    • Part Complete: The status should be the default when a transaction is partially completed (e.g. Active).
    • Complete: The status should be the default when a transaction is complete.
  • Inventory: A checkbox that if checked will update the Inventory Prices and Quantities.
  • Menu (...): A context menu that can also be reached by right-clicking a status. The options are:
    • Move Up: Reorders the statuses by moving the status one line up.
    • Move Down: Reorders the statuses by moving the status one line down.
    • Delete: Deletes the specific status.

How to Edit a Status

  1. Click Edit (button).

Header Status

  1. Select the Transaction from the dropdown list.
  2. Edit the Header section:
    1. Colour: Double click the colour block and select a different colour.
    2. Order: Use the context menu (right-click) to move the line up or down.
    3. Description: Overtype the Description of the status.
    4. Group: Select a new Group option from the dropdown list (Options include Pending, Active, Complete and Cancelled)
    5. Default: Select a new Default option from the dropdown list.
    6. Editing: Select a new Editing option from the dropdown list.
    7. Accounting: Click the block to include or exclude the status from posting to the Ledger. (Checkmark = will post to the ledger.)
    8. Inventory: Click the block to allow or disallow the inventory fields to be updated. (Checkmark = inventory will be updated.)

Item Status

  1. Edit the Item section:
    1. Colour: Double click the colour block and select a different colour.
    2. Order: Use the context menu (right-click) to move the line up or down.
    3. Description: Overtype the Description with a new description.
    4. Group: Select a new Group option from the dropdown list.
    5. Default: Select a new Default option from the dropdown list.
    6. Inventory: Click the block to allow or disallow the inventory fields to be updated. (Checkmark = inventory will be updated.)
  2. Click Save (button).

How to Create a New Status

  1. Click Edit (button).
  2. Select the Transaction from the dropdown list.
  3. Click Add Header Status (button) and edit the fields as necessary.
  4. Click Add Item Status (button) and edit the fields as necessary.
  5. Click Save (button).