Transaction Type Statuses Interface and 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.

Navigation: Main Menu > Setup > Transaction Types > Double-click to open a Transaction Type > Statuses (tab)

Statuses (tab)

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Buttons and Filters Explained

Button / Filter	Description
Edit (button)	Allows the statuses to be edited.
Save (button)	Saves any changes.
Use From (filter)	A dropdown list of Transaction Types. Users can select a different Transaction Type to use its Statuses. If a different Transaction Type is selected, a link is created, and the statuses are displayed but cannot be edited. (The statuses can only be edited by navigating to the original Transaction Type from which the statuses were used.) To create unique statuses, ensure that the Transaction Type being edited is selected on the Use From dropdown list.

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Header Section

Field	Description
Field Chooser (*)	Allows users to add or remove columns.
ID	A system-generated number for the status.
Order ID	A system-generated number for the order of the transaction’s statuses.
Code	The short description of the status which is displayed in the transaction view (e.g. Pending).
Description	The long description of the status (e.g. Pending – waiting for approval).
Accounting	A checkbox. If checked the transaction will be posted to the ledger once it reaches that status. The transaction will be removed from the ledger if its status is changed to a non-accounting status.
Inventory	A checkbox. If checked, inventory will be updated when the transaction reaches that status. If the status is changed, the inventory transaction is changed or cancelled accordingly.
Editing	A dropdown list of editing options: – None: No changes may be made (e.g. Complete). – All: The transaction may be edited (e.g. Pending). – Status Only: Only the status may be changed (e.g. Active).
Default	Every transaction must have a default New status for its header (e.g. Pending). The New status is automatically assigned when a new transaction is created.
Group	Every status must be allocated to a status group. The group options are: – Pending: Used for transactions which are new or incomplete. – Active: Used for transactions that are in progress or require approval.  – Complete: Used for transactions that should no longer be changed. – Cancelled: Used to create an audit trail for transactions that cannot or should not be deleted.
Colour	Users can choose a colour for each status by clicking the colour block and selecting a different colour. It is recommended that status colour choices are consistently applied (e.g. all Pending statuses across the system are yellow).
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: Delete: Deletes the status if it has not yet been used. Move Up: Moves the status one line higher. Statuses should be in the order that they are used so functions such as next or previous status work correctly.  Move Down: Moves the status one line lower.

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Item Section 

Field	Description
Field Chooser (*)	Allows users to add or remove columns.
ID	A system-generated number for the status.
Order ID	A system-generated number for the order of the item’s statuses.
Code	The short description of the status.
Description	The long description of the status.
Default	Every transaction must have a default New status for its items (e.g. Pending). The New status is assigned when a new record is created.
Group	Every status must be allocated to a group. The group options are: – Pending: Used for items that are newly added or incomplete. – Active: Used for items that are in progress or ordered.   – Complete: Used for items that should no longer be changed. – Cancelled: Used to create an audit trail for items that cannot or should not be deleted.
Colour	Users may choose a colour for each status by clicking the colour block and selecting a different colour. Best practise is to apply status colour choices consistently (e.g. all Pending statuses are yellow).
Widget	Delete: Deletes the status if it has not yet been used. Move Up: Moves the status one line higher. Statuses should be in the order that they are used so functions such as next or previous status work correctly.  Move Down: Moves the status one line lower.

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Status Tutorials for Transactions

These tutorials explain how to create statuses for Transaction Types.
The same procedure is followed for all Transaction Types.

How to Create Statuses for Transactions

1. From editing a Transaction Type click Statuses (tab). 
2. Click Edit (button).
3. In the Status Header section, 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. Accounting = Check the checkbox if the transaction should be posted to the ledger when that status is selected (e.g. Active, Complete). Else leave it unchecked (e.g. Pending, Cancelled).
   4. Inventory = Check the checkbox if the inventory movement should be recorded (e.g. if stock should be issued or received).
   5. Editing = Select an editing option for the transaction from the dropdown list. The options are:
      1. None: No editing is allowed (e.g. transactions that are Complete or Cancelled).
      2. All: The transaction can be edited (e.g. Pending transactions).
      3. Status only: Only the status can be changed (e.g. transactions that must be approved or reconciled).
   6. Default = Select New from the dropdown list if the status applies to newly created entries (e.g. Pending).
   7. Group = Select a group from the dropdown list of groups. The options are:
      1. Pending: Use for transactions that are incomplete and can be changed.
      2. Active: Use for transactions that are active but may be waiting for an extra step (e.g. to be reconciled).
      3. Complete: Use for transactions that are complete and should no longer be edited.
      4. Cancelled: Use to cancel transactions instead of deleting them. 
   8. Colour: Click inside the colour block and select a different colour from the available colours.
4. In the Status Item section, 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 next to the status that new transactions should default to (e.g. Pending).
   4. Group = Select a group from the dropdown list of groups. The options are:
      1. Pending: Use for entries that are incomplete and can be changed. 
      2. Active: Use for entries that are active but may be waiting for an extra step (e.g. waiting for stock). 
      3. Complete: Use for entries that are complete and should no longer be edited. 
      4. Cancelled: Use to cancel entries instead of deleting them.  
   5. Colour = Click inside the colour block and select a different colour from the available colours.

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How to Use Statuses from Other Transaction Types

The statuses are not copied, only displayed. Statuses can only be edited on the original Transaction Type (i.e. where the Transaction Type being edited matches the Transaction Type that is selected next to Copy From).

1. From editing a Transaction Type click Statuses (tab). 
2. Click Edit (button) on the top row.
3. On the right, select a Transaction Type from the dropdown list next to Use From.
4. Click Save (button).

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How to Edit Statuses

If you click Edit (button) but are unable to edit the statuses, check that the Transaction Type you are editing matches the Transaction Type selected next to Copy From.

1. From editing a Transaction Type click Statuses (tab).
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.

1. From editing a Transaction Type click Statuses (tab). 
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. From editing a Transaction Type click Statuses (tab). 
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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