Statuses
Sales Orders have six (6) default statuses (Archived, Draft, Quote, Submitted, Delivered and Picked Up) that are automatically assigned based on the stage the Sales Order is at, and an unlimited number of customisable statuses (set in Productivity Workflow).
🗒️ Note: each of these statuses has different options/actions available.
Flow of statuses
Statuses automatically update when changes are made to a Sales Order in the following areas:
Draft status
A newly created Sales Order will automatically be assigned Draft status, a Quote that is being edited, or an Order that is being edited will be returned to Draft status.
The status will change from Draft to Quote when Submit as Quote, or Order when Submit as Order has been selected.
A new Sales Order in Draft status will display the following action buttons:
When Edit Quote is selected, the Quote will change to Draft status and will display:
When Edit Order is selected, the Order will change to Draft status and will display:
Quote status
When Submit as Quote is selected a Quote is generated/raised, and the Order is in Quote status.
🗒️ Note: if integrated with an accounting package, and integration settings enabled, a Quote will be sent to your accounting package.
In Quote status the Order will display:
🗒️ Note: if an Order is Archived when in Quote status the action buttons will remain the same i.e. as Close, Options, and Edit Quote.
Submitted status
When Submit as Order is selected an Order is generated/raised, and the Order is in Submitted status.
🗒️ Note: if integrated with an accounting package, and integration settings enabled, an Order will be sent to your accounting package.
In Submitted status the Order will display:
🗒️ Note: if an Order is Archived when in Submitted status the action buttons will remain the same i.e. as Close, Options, and Edit Order.
Picked Up status
When a Sales Order has been Marked as Picked Up in Delivery Scheduling the Order is in Picked Up status.
In Picked Up status the Order will display:
🗒️ Note: if an Order is Archived when in Picked Up status the action buttons will remain the same i.e. as Close, Options, and Edit Order.
Delivered status
The Sales Order has been Marked as Delivered in Delivery Scheduling the Order is in Delivered status.
In Delivered status the Order will display:
🗒️ Note: if an Order is Archived when in Delivered status the action buttons will remain the same i.e. as Close, Options, and Edit Order.
Archived status
🗒️ Note: Sales Orders cannot be deleted, they are moved to Archived.
If a Sales Order is Archived the action buttons visible match that of the Order prior to being Archived i.e. if the Order was in Draft status prior to being Archived, the action buttons would be Close, Submit as Quote and Submit as Order, after being Archived the actions buttons remain the same, as Close, Submit as Quote and Submit as Order.
🗒️ Note: when Sales Orders are Unarchived they are the returned to the Status they were in prior to Archiving.
"Other" status
A Submitted Order has been moved into another status in Workflow to manage the progress of work/jobs.
In "Other" status the Order will display the same options as a Submitted Order:
Filtering statuses
To view Orders of a particular status i.e. to view all Draft Sales Orders only, select Draft and deselect other statuses in the the Statuses filter.
Changing the Status on a Sales Order
There are various ways to change the status of a Sales Order:
In a Sales Order
Use the Action buttons to alter the status the Sales Order is in, or
For Submitted, Picked Up, Delivered and "Other" statuses click the Status and select another Status to change it.
In Workflow
Drag and drop Jobs from the default Submitted status column, in Workflow, to "other" status columns to change the status of the Sales Order.
Action buttons
Close
Close will close the Sales Order, and return you to the Sales Orders page.
The Status will remain the same.
Any changes to the Sales Order will be saved in Factory i.e. changes to Contact, Bill to, Products etc.
Submit as Quote
Submit as Quote generates a Quote, and updates your accounting package (where integrated and configured).
Quotes can be viewed on the Sales Orders page with the status Quote.
Update Quote
Update Quote updates a Quote with any changes, and updates your accounting package (where integrated and enabled).
Edit Quote
Edit Quote returns the Quote to Draft status where you can make changes.
Submit as Order
Submit as Order generates a Sales Order, and updates your accounting package (where integrated and enabled).
Sales Orders are then updated with the status Submitted.
🗒️ Note: once a Sales Order has been submitted as an Order it will display in Workflow, Planner and in Delivery Scheduling.
🗒️ Note: if there is insufficient stock available a warning will notify you.
Update Order
Update Order returns the Sales Order to Submitted, and resubmits changes to your accounting package (where integrated and enabled).
The Sales Order isn't visible in Productivity until it has been resubmitted.
Edit Order
Edit Order returns the Order to Draft status, and removes the Order from Productivity until resubmitted.
Options
Once a Sales Order has been submitted as either a Quote or an Order the Options button provides access to:
Email, print or preview a Quote or a Proforma Invoice (for Quote status only)
Preview, print or email a Quote or Proforma Invoice (with attachments).
🗒️ Notes: selecting:
Preview opens a new browser tab, with a copy of the Quote/Proforma Invoice to preview
Print open a new browser tab, with a copy of the Quote/Proforma Invoice to print; this action will update your accounting package
Email sends an email with a hyperlink and attachment to view the Quote/Proforma Invoice.
Email a Quote or a Proforma Invoice
Customise email content
Edit your default email content message, in the text field, prior to emailing a Quote/Proforma Invoice.
Attachments
Select from attachments in Collaborate (these will be listed under add attachment) or select add attachment to add a new attachment.
Contacts to include on the email
Choose from listed Contacts, or select add contact to add a new contact to the email
Select Edit to edit existing Contacts if changes are required to name, email address and/or phone numbers.
Sending the email
Select Options > Email to send the email.
🗒️ Notes:
Selecting Options > Email will update the status of the Invoice in your accounting package
The option to email or print a Quote or Proforma Invoice (under Email/Print) won't be visible if Customise where quote email replies are sent: is disabled under Quote settings and/or Customise where purchase order email replies are sent: is disabled under Purchasing settings.
Email, print or preview an Invoice, Partial Invoice or Order Confirmation (for Submitted status only)
Preview, print or email an Invoice or Partial Invoice (with attachments).
🗒️ Notes: selecting:
Preview opens a new browser tab, with a copy of the Invoice or Partial Invoice to preview
Print open a new browser tab, with a copy of the Invoice or Partial Invoice to print; this action will update your accounting package
Email sends an email with a hyperlink and attachment to view the Invoice or Partial Invoice.
Email an Invoice, Partial Invoice or Order Confirmation
Customise email content
Edit your default email content message, in the text field, prior to emailing an Partial Invoice or Order Confirmation.
Attachments
Select from attachments in Collaborate (these will be listed under add attachment) or select add attachment to add a new attachment.
Contacts to include on the email
Choose from listed Contacts, or select add contact to add a new contact to the email
Select Edit to edit existing Contacts if changes are required to name, email address and/or phone numbers.
Sending the email
Select Options > Email to send the email.
🗒️ Notes:
Selecting Options > Email will update the status of the Invoice in your accounting package
The option to email or print an Invoice or Partial Invoice (under Email/Print) won't be visible if Customise where quote email replies are sent: is disabled under Invoice settings and/or Customise where purchase order email replies are sent: is disabled under Purchasing settings.
Generate custom PDFs for Work Orders and Delivery Dockets (for Submitted status only)
Create custom PDFs (with attachments) for Work Orders and Delivery Dockets.
The PDF can be printed with pricing or without pricing displayed on the PDF, as well as a custom version that allows you to select which Products and Attachments you'd like displayed on the PDF.
🗒️ Notes: review the configuration within PDF settings to customise the results of PDFs generated.
Convert to Order (for Quote status only)
Converts the Quote to an Order in your accounting package (if integrated).
Convert to quote (for Submitted status only)
The Order will be converted to a Quote in your accounting package (if integration with an accounting package has been enabled).
Purchase Products (for Submitted Orders only)
Selecting Purchase Products will create a Purchase Order directly from a Sales Order.
From the Purchase Products window, select the Products you want to purchase, and the Suppliers you want to purchase from
Select Create purchase/s to create a Purchase Order.
Preferred Suppliers will be flagged for each Product
🚫 Warning: a warning will indicate if a Purchase Order has already been raised for products on the Sales Order, or if Supplier haven't been configured for a Product.
🗒️ Note: the newly created Purchase Order will automatically be added to Linked Orders.
Change customer
Changes the name of the customer on the Sales Order.
🗒️ Notes:
Changing the customer on an Order removes all contact and address details and sets the Order back to Draft status. All product and pricing information remains
Any corresponding Order in your Accounting package will be deleted and recreated under the new customer name.
💡 Tip: for similar orders with different Customers; duplicate an existing order and select Change customer.
Duplicate
This will create a copy of the Order with a new Order number assigned automatically.
Cancel quote (for Quotes only)
This cancels the Quote.
🚫 Warning: if a Quote is canceled, it cannot be reversed; it is advised to Archive the Quote in case of doubt.
Archive or Unarchive
Archives or Unarchives the Sales Order.
🗒️ Note: if Archive is selected the status of the Order will automatically change to Archived. If Unarchive is selected the Order returns to the status it was in prior to be archived.