Status Tutorials

• All the Master Data and Transaction modules have Status fields, which can be used to manage the data.
• Transactions can have both Header and Item statuses.
• You may create as many statuses as you need. However, there is a finite list of Status Groups to which each status must be allocated.
• Status settings define conditions within the workflow (e.g. a transaction is pending, complete or reconciled).

The procedures are the same for Assets, Contacts, Customers, Entities and Suppliers. In all cases, the status functions are under Menu (button) > Edit Statuses when you view a list of entries.

💡These tutorials explain how to create, edit, delete and reorder statuses.

How to Create Default Statuses#

1. Navigate to Edit Statuses.
2. Click Add Default (button).
3. Edit the statuses as necessary.
   • Note: You can rename, delete and add statuses.

How to Create Unique Statuses#

1. Navigate to Edit Statuses.
2. Click Add/Edit (button).
3. Click the top row and fill in the details as follows:
   1. Code = Enter a short description for the code (e.g. Pending).
   2. Description = Enter 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 differ per module. Typically, these options are available:
      • 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 or 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).

How to Edit Statuses#

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

How to Delete a Status#

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

How to Change the Order of Statuses#

1. Navigate to Edit Statuses.
2. Click Add/Edit (button).
3. Right-click the status to move and select Move Up or Move Down.