Status Tutorials

• All the Master Data and Transaction modules have Status fields which can be used to manage the data.
• Transactions have both Header and Item statuses.
• Users may create as many statuses as they need. However, there is a finite list of Status Groups to which each status must be allocated.
• Status settings define conditions within the workflow.

These tutorials explain how to create, edit, and delete statuses.
The procedures are identical for Assets, Contacts, Customers, Entities, and Suppliers.
In all cases the status functions can be found when viewing a list of entries under Menu (button) > Edit Statuses.

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How to Create Default Statuses

• This feature is only available if Statuses have not yet been created. The default statuses that are created differ between modules.
• For example, for customers the following statuses are created by default: Prospect (Pending Group), Suspended (Pending Group), Active (Active Group), Closed (Cancelled Group). 

1. Navigate to Edit Statuses.
2. Click the arrow on Add (button) and select Default.
3. Edit the Statuses as necessary.
   • Note: You can change the status names, delete, and add statuses.

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How to Create Unique Statuses

1. Navigate to Edit Statuses.
2. Click Edit (button).
3. Click the top row and fill in the details as follows:
   1. Code = Type a short description for the code (e.g. Pending).
   2. Description = Type an explanation of when the status is used (e.g. Pending approval).
   3. Default = Select New from the dropdown list if the status applies to newly created entries.
   4. Group = Select a group from the lookup list of groups. The options are:
      • Pending: The entry must still be approved or should not be used (e.g. the account was suspended).
      • Active: The entry is active.
      • Cancelled: The entry is inactive / cancelled (e.g. the account was closed).
   5. Colour: Click inside the colour block and select a different colour from the available colours.
4. Click Save (button).

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How to Edit Statuses

1. Navigate to Edit Statuses.
2. Click Edit (button).
3. Edit any of the fields.
4. Click Save (button).

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How to Delete Statuses

Once a Status is used, it cannot be deleted. If you try to delete it, a popup explains where it is used.

1. Navigate to Edit Statuses.
2. Click Edit (button).
3. Right click the status to remove and select Delete from the context menu.
4. Confirm the deletion on the popup.

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How to Change the Order of Statuses

• The order of the statuses should match the order in which they are used (e.g. Pending > Active > Complete).
• This order helps to automatically set the next status in the hierarchy when certain processes are completed.

1. Navigate to Edit Statuses.
2. Click Edit (button).
3. Right click the Status to move and select Move Up or Move Down from the context menu.

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