Order Status System
The Order Status System tracks the progress of parts on jobs from ordering through to invoicing.
Order Status Codes
Ordering Statuses
- V = Vehicle Off Road (Next Day): Urgent order for vehicle that cannot leave workshop
- S = Stock Order (Two Day): Standard stock replenishment order
- W = Warranty: Warranty claim parts order
- I = Inter-Company Transfer: Request to check stock at another location
Transfer Statuses
- G = ICT Confirmed: Inter-Company Transfer confirmed/accepted by other location
Workshop Statuses
- R = Reserved: Part reserved on job, available stock reduced by -1
- P = Picked/Provided: Part has been picked/issued from stock
Final Statuses
- X = Invoiced: Part line invoiced (when job has correct money allocated, all lines change to X)
- D = Deleted: Part line deleted/cancelled
Status Workflow
Initial Status
When adding part to job, set initial order status:
- V (Vehicle Off Road) - Urgent
- S (Stock Order) - Standard
- W (Warranty) - Warranty claim
- I (Inter-Company Transfer) - Request from another location
Reserved Status (R)
When part is reserved for a job:
- Status changes to R (Reserved)
- Available stock reduced by -1
- Part reserved specifically for that job
- Stock level reflects reserved quantity
Formula: Available Stock = Physical Stock - Reserved Stock (status R)
Picked/Provided Status (P)
When part is picked/issued from stock:
- Status changes to P (Picked/Provided)
- Physical stock level reduced
- Part allocated to specific job
- Only available free stock can be issued
- Tracks who issued the part
- Audit log entry created
Invoiced Status (X)
When job is invoiced:
- All part lines with status P automatically change to X (Invoiced)
- Bulk status update on job invoicing
- Invoiced parts cannot be deleted or modified
Deleted Status (D)
When part line is deleted:
- Status changes to D (Deleted)
- Deleted parts remain in history for audit trail
- Stock adjustments for deleted reserved parts
- Stock replenished when deleting parts (for statuses X and P)
- Tracks who deleted the part
- Complete audit log entry
Inter-Company Transfer (ICT) Workflow
- Select status I (Inter-Company Transfer) when ordering part
- Check stock availability at other locations
- Select target location for transfer request
- Send notification/request to selected location
- Other location can accept or reject transfer request
- On acceptance, status automatically changes to G (ICT Confirmed)
- Once part delivered to requesting site, job accessible normally
- Status changes to R (Reserved) after delivery
Stock Calculation
The system calculates available stock:
- Physical Stock: Actual quantity in stock
- Reserved Stock: Parts with status R (Reserved)
- Available Stock: Physical Stock - Reserved Stock
Status Tracking
- Complete status history per part line
- Status change tracking and history
- Status-based filtering and reporting
- Status validation rules (prevent invalid status transitions)