Custom Sales Order Statuses can be added to your System Settings to further assist you with tracking and managing your Sales Orders. These custom statuses help streamline your operations and save time by allowing you to focus on orders with particular status conditions.
Initially, the following fixed statuses are available to allocate for Sales Orders:
Parked
Backordered
Placed
Completed
Deleted
You can create up to 10 additional custom sales order statuses alongside these fixed statuses. These custom statuses provide greater flexibility in tracking your sales process and can be tailored to match your specific business workflow.
Tutorial Video
Tracking Sales Order progress with custom Sales Order Statuses
Manage Sales Order Statuses
When managing custom Sales Order statuses, keep the following stipulations in mind:
All custom Sales Order statuses are an extension of the Parked status.
A maximum of 10 custom Sales Order statuses can exist.
Each custom Sales Order status name can have a maximum of 15 characters.
Add a Sales Order status
To create a new custom Sales Order status:
From the main menu, go to Settings > System > Sales Order Statuses.
In the "Name" field, enter the status's label name.
Click on the "Color" icon to select a colour for the status.
Click Add.
Once created, the custom Sales Order status will be available to apply to Parked Sales Orders and will appear in reporting options.
Edit a Sales Order status
To edit a new custom Sales Order status:
From the main menu, go to Settings > System > Sales Order Statuses.
Click on the custom status row.
Update the name or colour.
Click away from the custom status.
Any changes made to an existing custom Sales Order status will automatically apply to all Sales Orders currently using that status.
Obsolete a Sales Order status
When a custom Sales Order status is no longer needed but is still being used by existing orders, you can obsolete it. This prevents the status from being assigned to new orders while preserving it for historical records.
To obsolete a custom Sales Order status:
Navigate to Settings > System > Sales Order Statuses.
Click on the custom status row.
Tick the Obsolete checkbox.
Click away from the custom status.
Deleting a Custom Status
When a custom Sales Order status is no longer needed and is not currently assigned to any Sales Orders, it can be permanently deleted.
To delete a custom Sales Order status:
Go to Settings > System > Sales Order Statuses
Click the bin icon in the Delete column next to the status you want to remove.
Using custom Sales Order statuses
All active custom Sales Order statuses are available for assignment to open Sales Orders that haven't been completed.
To assign a custom Sales Order status to a Sales Order:
Open the Sales Order.
Locate the Save dropdown button.
Select the appropriate custom status from the dropdown menu.
Reporting with custom Sales Order statuses
Custom Sales Order statuses can be used as filters on the following reporting pages to help you analyze and track your sales data:
This filtering capability allows you to generate targeted reports and gain insights into specific aspects of your sales process based on your custom workflow stages.