Managing the order status configuration in ProdSys allows businesses to control the flow of information and the communication between different stages of order processing. Each order category can have its own unique statuses, which help clarify the current state of orders, invoices, purchase orders, and offers. These statuses can be configured with associated text and sorting options, ensuring that each step of the process is properly documented.
Purpose of Order Status Configuration
The purpose of configuring order statuses is to provide a clear and structured way to track the progress of each order type. This ensures that all stakeholders understand the current state of an order, whether it is in the draft stage, confirmed, shipped, or paid. With proper configuration, businesses can ensure that all steps in the order process are properly handled and documented, reducing confusion and errors.
How to Access the Order Status Configuration
Login: Begin by logging into your ProdSys account.
Navigate to Order Status Config: From the main menu, go to System > Settings > Order Status Config. This will display the current configuration for each order category and status.
Key Features of the Order Status Configuration Page
Order Category: This column shows the different types of orders, such as "Invoice", "Offer", "Purchase Order", and "Order".
Order Status: Displays the status name for each order category, such as "Draft", "Confirmed", or "Shipped".
Text: The text field displays the description or action message related to the order status.
Sorting: The sorting column allows you to control the order in which statuses appear when viewing order processes. A lower number appears first.
How to Edit and Configure Order Statuses
Create a New Status:
Click the + button to add a new status.
Choose the order category (e.g., Purchase Order, Invoice).
Define the status and the corresponding text that will be displayed.
Set the sorting priority for the status to determine where it appears in the status list.
Edit Existing Status:
Click the options next to any existing status to modify the text or sort order.
Adjust the description or sorting to align with your business process.
Removing Statuses:
Unwanted statuses can be removed by clicking the corresponding options and confirming the removal.
Best Practices for Order Status Management
Define Key Stages Clearly: Ensure that all statuses are meaningful and align with your business operations. For example, have clear steps for draft, confirmed, shipped, and paid orders.
Keep Statuses Updated: Regularly review the statuses to ensure they match your operational workflow and any new procedures.
Simplify Sorting: Use sorting numbers to keep the most commonly used statuses at the top for easier access.
Conclusion
The order status configuration in ProdSys is an essential tool for managing the lifecycle of orders, invoices, offers, and more. By properly setting and updating statuses, businesses can keep their order processing streamlined, ensure that all team members are informed, and reduce the risk of errors or missed steps in the order process. Regularly reviewing and adjusting these configurations will help keep your system efficient and effective.