PM Orders - Changing the Status of an Order

Order status is system-defined but can also be subject to change by a user, therefore an Order's status does not necessarily correspond to a stage in the business cycle. But the following general rules apply:

All authorised Orders entered on the system start with an Outstanding status

All Orders which satisfactorily complete the Order Management Business Cycle end with a Complete status

All orders on the system must have a Status throughout the Order Management Business Cycle, i.e. until they are taken off the system and archived

The status must be one of the following:

Outstanding - This indicates that the Order is available for further processing but may be waiting a response of some kind, e.g. awaiting delivery.

Held - Orders with this status will not be available for further processing until the Held status has been cleared e.g. by resolution of a disputed line or receipt of an acknowledgement.

Complete - This indicates that the Order needs no further processing. However, it is still available on the system for enquiries and as a basis for creating other documents.

Cancelled - Orders with this status cannot be used for any purpose other than enquiry and copying.

It is assumed that the normal sequence for an order to pass through is from Outstanding status to Complete status. Order status change allows the user to alter the system-defined status of an order or order line if the need arises.

Examples:

An Outstanding order can be assigned Held status by the system or by the user. Once the reasons for holding it have been resolved, e.g. an acknowledgement is received or a dispute with the supplier resolved, the status can be returned to Outstanding. If the dispute is not resolved the status can be changed to Cancelled.

An Order or Order Line allocated a Complete status can be reinstated as Outstanding should you need to increase the order quantity after it has been flagged as Complete. This is known as 'Re-opening' an order.

NOTE If any amendments are to be made to an order it must have an Outstanding status to which it can be changed using this function

There are certain restrictions to changing the status of Orders or Order lines. The only allowed changes to status are:

Outstanding to either Cancelled, Held or Complete.

Complete to Outstanding.

Held to either Outstanding, Cancelled or Complete.

Changes to the status of a Order will also affect the Interfaces associated within it:

Where the status of the Order Line is changed to Complete or Cancelled then any outstanding commitment will be reduced in value, thus affecting Commitment Accounting.

Where the status of the Order Line is changed from Complete to any other status, then any outstanding order value will generate commitments, if Commitment Accounting in use.

It is possible to set an order status to Complete where an order line is in a net zero position. This allows the situation where users are recording offsetting receipts and returns against an order line, marking the line as complete and are not anticipating any invoice or credit note matching against the entered receipts / returns.

NOTE The menu path shown is the default for the system. Your company may have customised menu options, so the path shown may not be accurate. Please contact your system administrator for details.