Change an order’s status

Before you start

Your store can add and rename its own stages. Use the meaning agreed by your team when the names differ from these examples.

For button setup, read Connect statuses. For making a draft workflow available, read Test and publish the status map.

Move forward with Next status

1. 1

   Step 1: Open the sale

   Open the quote or order and check its current status. Confirm you have the right customer and sale before making a change.

   Click the black Next status button. The menu shows the map's available next destinations.

2. 2

   Step 2: Read the suggested moves

   The top row is the status the map checks first. Alternatives appear under Can also move to.

   Expand More for backup staff buttons. Hover a row to read Available when or Occurs when and understand its trigger.

   

   A button's position expresses workflow priority, not proof that the order is ready. Check its condition and the actual work completed.

3. 3

   Step 3: Resolve anything still required

   Hover over a greyed row. It explains what is missing, such as the customer's signature, full payment or every PO item arriving.

   Complete the stated requirement before trying the move. The row becomes available when the order qualifies.

   

   If lines have no vendor, assign one to every required line before a purchasing-eligible move. See Options and vendors on a line.

4. 4

   Step 4: Choose the ready move

   Click the available row that matches the work completed. The app confirms Moved to the new status.

   Check the resulting status on the order. Its Activity now records the map connection that performed the move.

   Do not choose another button merely because the intended one is waiting. Its explanation identifies the work or evidence still needed.

Set a status manually

1. 1

   Step 1: Open the Status field

   Find Quote settings or Order settings. Open Status.

   The list groups statuses by customer group, with Not in a group yet last. Only active destinations your role may use are offered.

2. 2

   Step 2: Choose the destination

   Choose the status that describes the sale's current state. Read any permission explanation beneath the field.

   Leaving review needs Approve, reject or request changes. Turning a quote into an order needs Convert quotes to orders.

   A move to a purchasing-eligible status requires vendors. Fix missing vendors before saving the status change.

3. 3

   Step 3: Save the sale

   Save the quote or order. The selected status takes effect when the record is saved.

   Check the displayed status and its Activity entry. Choosing a list value without saving does not finish the change.

   Moving a quote to Order converts it. Read Turn a quote into an order before using that destination.

   For many sales together, use Change many orders at once.

What happens next

Activity records Status changed from the old status to the new one. It includes Triggered by and the reason.

Map-driven rows also name Connection: and the connection label. That makes a suggested movement distinguishable from a manual choice.

A manually chosen status holds until information read by its connections changes. A later payment, purchase order or shipment can then move it again.

Review the relevant event before treating a later movement as an unwanted reversal. The map can respond to work completed after the manual choice.

Customer messages after a change

A status email can send when enabled for the destination and permitted by the store's notification rules. The staff-change setting starts on.

The setting is Send status emails when staff change a status. Read Which emails go out before changing notification behavior.

Customer groups can make several internal statuses look like one milestone. Moving between those stages does not necessarily show a new customer-facing name.

The status change and the notification are separate results. Check Activity and notification settings when one happened without the other.

If something goes wrong