In order to meet the unique needs of your business, CoreBridge offers the capability to create custom Line Item Statuses and Line Item Substatuses. These can help you in keeping your Orders and Estimates organized within your business.
Table of Contents
- How Statuses Work in CoreBridge
- Main Statuses
- Setting Up Line Item Statuses
- Setting up Line Item Substatuses
- Linking a Line Item Substatus to a Line Item Status
- Using Line Item Statuses and Line Item Substatuses
How Statuses Work in CoreBridge
In CoreBridge, there are three levels of statuses: Main Statuses, Line Item Statuses, and Line Item Substatuses.
a. Main Statuses - the overall status reflection of an Estimate, Order, or Purchase Order.
b. Line Item Statuses - the status that reflects where an individual line item is at in its workflow.
c. Line Item Substatuses - an additional status selection that can be used to clarify in more detail where a line item is at in its workflow.
When using statuses, the Estimate, Order, and Purchase Order will take the earliest reflection of workflow to represent the entire Main Status.
Example: If you have three line items, one with a Line Item Status of Pre-WIP, one with a Line Item Status of WIP, and one with a Line Item Status of Built, the Main Status would be Pre-WIP, since that is the earliest reflection of workflow.
As each line item moves through the workflow, the Main Status will automatically be updated.
Example: If you have only one line item with a Line Item Status that is changed from Pre-WIP to WIP, the Main Status will automatically update to WIP.
If you choose to manually update the Main Status, it will automatically update all Line Item Statuses that come earlier than the Main Status to the newly selected Main Status.
Example: If you have one line item with the Line Item Status of WIP, and then change the Main Status to Built, the Line Item Status will automatically update to Built.
Main Statuses
CoreBridge comes equipped with built in system statuses for Estimates, Orders, and Purchase Orders. These statuses can not be altered, but Line Item Statuses and Substatuses can be used to further clarify where an item is at in its workflow.
Estimates:
- Pending: The first initial status of an Estimate. This can indicate that there is more work to be done on the Estimate before it is ready to move forward in the workflow.
- Awaiting Approval: An Estimate that is waiting for customer approval, including proof and pricing checks, would be Awaiting Approval.
- Approved: The customer has reviewed the Estimate and formally accepted it, authorizing work to proceed.
- Lost: This status indicates that the sale did not proceed for some reason, such as the customer choosing a competitor.
- Voided: This status is used for an Estimate that is no longer valid, such as the items are no longer offered, or entry errors.
Orders:
- Pre-WIP: This status is used for Orders that have been formalized or Estimates that have been converted to Orders, but production or fulfillment has not yet started.
- WIP (Work in Progress): The Order is currently in production or actively being worked on.
- Built: The Order has been completed but has not yet been delivered to the customer pending shipment, pickup, or installation.
- Invoicing: The Order is in the process of being billed.
- Invoiced: The invoice has been finalized and sent to the customer. This status confirms that billing is complete and the customer has officially been asked for payment.
Note: Once an Order has been moved to Invoiced status it is locked, meaning you can no longer make changes to the Order.
- Closed: The Order has been fully completed and the invoice has been paid in full.
- Voided: This status is used for an Order that was invalidated after being formalized, but before fulfillment or invoicing.
Purchase Orders:
- Requested: A Purchase Order has been created and submitted for review, but has not yet been approved or acted on. This status signals a need but no commitment yet.
- Approved: The Purchase Order has been reviewed and authorized internally. It’s ready to be sent to the vendor but has not yet been placed.
- Ordered: The Purchase Order has been officially sent to the vendor or supplier. The order is now pending fulfillment.
- Received: The items or services in the Purchase Order have been delivered and confirmed. This status indicates that the vendor has fulfilled the order, either partially or in full.
- Voided: The Purchase Order has been canceled and is no longer valid. This may happen due to errors, duplicates, or changes in purchasing needs. No further action will be taken on it.
Setting Up Line Item Statuses
To create a new Line Item Status navigate to Settings / Workflow / Line Item Statuses.
1. Select Estimate, Order, or Purchase Order from the tabs along the top. These are the main system Statuses automated by CoreBridge and cannot be deleted.
2. Select a Substatus from the green and white bar. This is where your new Line Item Status will be located.
3. Click the Green Plus icon.
4. Enter the information for the New Item Status.
Note: Fields with a red asterisk are required.
a. Item Status - This is the name of the new Line Item Status as it will appear internally when creating Estimates and Orders.
b. Customer Portal Name - This is the name that will be shown when viewed by your customer in their portal.
Note: This field will automatically populate with the same name chosen for the Item Status. However, this can be changed to a unique name.
c. Item Substatus - Select which Item Substatus or Substatuses you would like to associate with this New Item Status.
Note: Click the X on the far right to clear this field.
5. Click Save.
Setting up Line Item Substatuses
To create a custom Line Item Substatus navigate to Settings / Workflow / Line Item Substatuses.
1. Select the Green Plus icon.
2. Enter a name.
3. Select the Green Check icon.
Linking a Line Item Substatus to a Line Item Status
After creating a Line Item Substatus, it must be linked to a Line Item Status before it can be used.
To begin linking your Line Item Substatus navigate to Settings / Workflow / Line Item Statuses.
1. Select the desired Line Item Status.
2. Using the dropdown menu, choose the Line Item Substatus you would like to link to the Line Item Status.
Note: You can link multiple Line Item Substatuses to each Line Item Status.
3. Select Save.
Using Line Item Statuses and Line Item Substatuses
Line Item Statuses and Line Item Substatuses can be used within any Order or Estimate.
Navigate to Sales / Estimates or Orders and select an Order or Estimate.
1. Select Line Items tab.
Note: Each Line Item within an Order or Estimate can be labeled with a Line Item Status and Line Item Substatus.
2. Using the drop down menu chose the desired Item Status.
3. Using the drop down menu chose the desired Item Substatus.
