Status Definition Maintenance

You can define the status of a sales order (both at a header level and a line level) so that you can easily assess how far an order has progressed through the distribution process, or whether an order is on hold.

System Statuses

These system statuses update to order lines as the order progresses through the distribution process:

Entered
Defaults to an order line that is entered and no further action has occurred. Select the option on the invoice generation form to invoice from sales orders. This includes lines with this status for invoicing, even though no packing slip is previously generated for them (the invoice generation form also creates a packing slip).
On Backorder
Defaults to an order line that has a quantity on backorder. Use the Release Backorder/Forward Order form to release these order lines when inventory becomes available.
On Packing Slip
Defaults to an order line for which a packing slip is generated. You can edit lines with this status using the Packing Slip Maintenance form before finalising or invoicing.
Finalised
This status applies to packing slip lines only. It indicates that the line is finalised using the Finalise Packing Slips form. You can select this status as a search filter on the Invoice Generation form to select only finalised packing slip lines for invoicing. If the SO Module Control option Allow editing of finalised packing slip is not selected, you cannot edit lines with this status.
Unconfirmed
This status applies to packing slip lines only. It indicates that the line has not been finalised using the Finalise Packing Slips process. You can select this status as an option on the Invoice Generation form to include or exclude unconfirmed packing slip lines.
Invoiced
Defaults to an order line when an invoice is generated using the Invoice Generation form. You cannot edit lines with this status.
Cancelled
Defaults to an order line with a cancelled quantity.
Completed
If all order lines have either an Invoiced or Cancelled status, the sales order header status updates to Completed.
Reinstated
Defaults to an order line that is re-instated from the Packing Slip Maintenance form when all or part of a packing slip line is cancelled or the quantity supplied is reduced.
Warn and Continue
This status is not assigned to an order. You can select it as a status in Sales Order User Preferences as the action to take during order entry when an order exceeds the customer's credit limit, or the minimum gross profit percentage is not reached.

You can view the status of an order line from all sales order forms.

Note: Each sales order also displays a status in the header. This will reflect the lowest status of the lines in the order. For example, if all lines have been invoiced except one, which is on backorder, the header status is On Backorder.

The header status updates to Invoiced when all lines have been invoiced.

User-Defined Hold Statuses

You can create your own hold status codes to put orders on hold and take control of how Greentree Desktop updates orders.

When you define a hold status, select an effective status:

Cancel Reason
If you assign an effective status of Cancel Reason to your hold status, you can assign the status to a sales order or packing slip header or line in when:
1. A cancellation option is activated from the Sales Order Entry form.
2. A cancellation option is activated from the Packing Slip Maintenance form.
3. A packing slip line is short supplied, and the SO Module Control Short supplied items option is Prompt for action.
4. You delete a line or packing slip in Packing Slip Maintenance, and the SO Module Control Delete packing slip/lines option is Always prompt for action.
Assigning a Cancel Reason status code to an order enables you to be specific about the nature of the cancellation, so that if you have a requirement to review sales order cancellations in the future, you can analyse the reasons why orders were cancelled.

You can, for example, create a status of Superceded Item (which is a user-defined name), with an effective status of Cancel Reason. If an order is cancelled because the inventory item has become obsolete, or is superceded by another item, this status could be assigned as the cancel reason.
Hold and Commit Inventory
If you assign an effective status of Hold and Commit Inventory to your hold status,you can assign the status to a sales order when you click the On Hold button in Sales Order Entry. You can put a sales order on hold, but allow inventory to commit to the order. If an order has this hold status assigned, you can't generate a packing slip for the order.

Note: You cannot apply this status at a line level.

You can, for example, create the status of Proforma, with an effective status of Hold and Commit Inventory. You can assign this status to an order to prevent the order from progressing to packing slip generation, but want to secure inventory for the order allow the commitment of inventory.
Hold and Don't Commit
If you assign an effective status of Hold and Don't Commit to your hold status, you can assign the status to a sales order when you click the On Hold button when entering sales orders. You can put a sales order on hold to prevent inventory from being committed to the order. If an order has this hold status assigned, You can't generate a packing slip for the order.

Note: This status always applies to the entire order. You cannot apply it at a line level.

You can assign user-defined hold statuses as default order statuses on the SO Module Control and SO User Preferences forms. You can assign a default hold status to all orders when they are first entered, either at a system, or user level

Print Options for Hold Statuses

If an effective status of Hold and Commit Inventory or Hold and Don't Commit is selected for a status, you can assign a Print Form to the status. This option works with the Sales Order Entry form. When an order has one of these statuses assigned, and a Print form has also been assigned to the status here, the Order Status button becomes available on the Sales Order Header form.

When you click this button, the Print Form assigned to the status on the SO Status Definition Maintenance form, defaults to the form, enabling you to print the sales order details on the specified form. The option also works with orders printed using Webstore.