Transaction Type Statuses Interface

All the master data and transaction modules have Status fields that you can use to manage the data.
Transactions can have both header and item statuses.
Item statuses are enabled by checking the box for the setting: General > Enable Item Status.
You may create as many statuses as you need. However, each status must be allocated to one of a finite list of Status Groups.
Status settings define conditions within the workflow.
Statuses for the main Status Groups are automatically created when a new Transaction Type is created. The default New is automatically assigned to the Pending status, and the default Complete is automatically assigned to the Complete status. However, these statuses and settings can be changed.

Statuses (tab)

Info

If item statuses are disabled, the Status Item section does not appear.

Statuses tab of a Transaction Type, with the header and item status sections — Transaction Types: Statuses Tab

Buttons Explained

Info

The other buttons affect the Transaction Type, not statuses.

Button	Description
Add/Edit	Allows you to add and edit the statuses.
Save	Saves any changes.

Header Section

Info

Fields marked in blue (✎) can be edited.

Field	Description
Field Chooser (*)	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 that appears 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 is posted to the ledger once it reaches that status. The transaction is removed from the ledger if its status is changed to a non-accounting status.
Inventory	A checkbox. If checked, inventory is 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). Users with admin rights can still change the status to any other status. All: The transaction may be edited (e.g. Pending). Status Only: Only the status may be changed (e.g. Active).
Default	Select an option from the dropdown list if applicable: New: Every transaction must have a default New status for its header (usually Pending). This status is assigned to all new transactions and must allow editing. Output: An optional default. If this default is selected, and output is generated, the transaction changes to this status, but only if the status is higher than the transaction’s current status. Output includes previewing the transaction on screen. This setting works with the Output Template settings. Output must be allowed for the status that precedes the default output status. For example, if output is allowed for Active and Complete, this default should be set for Complete. Complete: This status is automatically set when Done (button) is clicked. If no status has this default, the Done button does not appear. When a new Transaction Type is created, this default is automatically set but can be edited or removed.
Group	Every status must be allocated to a Status Group. The group options are: Pending: Used for transactions that 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 keep an audit trail of transactions that cannot or should not be deleted.
Colour	You can choose a colour for each status by clicking the colour block and selecting a different colour. Apply status colours consistently (e.g. all Pending statuses across the system are yellow).
	A submenu, which can also be accessed by right-clicking the entry, with the following functions: Delete: Deletes the status if it is not yet 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.

Item Section

Info

Fields marked in blue (✎) can be edited.

Field	Description
Field Chooser (*)	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 keep an audit trail of items that cannot or should not be deleted.
Colour	You may choose a colour for each status by clicking the colour block and selecting a different colour. Apply status colours consistently (e.g. all Pending statuses are yellow).
	Delete: Deletes the status if it is not yet 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.

Status Errors

These errors may appear on an orange band above a transaction or Transaction Type:

Error Message	How to Solve	Screenshot for Solution
Inventory Resolve is enabled, but no status is set to trigger an Inventory update	Remove the resolve options from the Transaction Type’s Settings tab, or Check the Inventory column for at least one status.
Accounting is enabled, but no status is set to trigger an Accounting update	Uncheck the box next to Accounting, or Check the Accounting column for at least one status.
The editable Status on a Stock Adjustment Transaction may not update Inventory or Accounting	When selecting statuses for a Stock Adjustment Transaction, only the final (e.g. Complete) status should affect inventory or accounting.
Invalid Status Group used in Copy Rules, Output	Uncheck the Status Groups that no longer exist from the Copy Rules or Output tabs. Most often applies to the Active status if a transaction only has Pending and Complete statuses.