Order Status - Publications

This window allows you to set the default settings for a number of fields relating to the processing status of a order, for example you could have a status for Enquiries and and one for a Confirmed order, each status would have a different effect on the processing of the order.

To set up a New Order Status

  • Go to Parameters & Lists > Orders & Items > Order Status in the main menu bar.
  • Enter a code of up to 2 characters in the Hot Area code field (you can enter or Search for an existing code if you would like to view or edit)
  • Hit return and say yes to Add New Status?
  • Enter a description of the status.
  • The rest of the fields are described below and may be used as applicable to the status.


Product Tick Boxes

Tick the box for whether the status is to be used in a show, publications, conference or other. More than one box can be ticked. Whatever box has been ticked will dictate where the status can be used when setting up or processing orders.

Sub Status Code

Use this field to enter or Search for, the Sub Status Code you wish to set as the default for the selected order status, i.e. when a order is set up under this status, the sub status code will automatically be added.

The Sub Status is an additional marker that can be used as a special reference on an order. For example, you can use a Sub Status to log enquiries. Using the Sub Status Code allows you to indicate the interest level of the client. The Sub Status marker can then be removed to turn the enquiry into an order if the client decides to go through with the order. For more information see Order Sub Status.

Order Level

This is where you enter the order level you wish orders of this status to use as default. The order level allows you to allocate a scale from zero to seven to track the status of the order. The higher up the scale, the more 'important' the status, for example it is an invoiceable status rather than an enquiry status. In reports the system will list the status from the highest to the lowest.

Active Lines

Tick this box if you wish to allow active lines in this order status. When this box is ticked you will be able to process this order line within the system. Only active lines can be acted upon by the system. For example, only active lines can have an invoice created against them. If this box is not ticked, the Item on this order line is essentially on hold.

Cancelled Lines

Tick this box if you wish to allow cancelled lines in this order status. When this box is ticked, all order number and price values will be set to zero to indicate that the order has been cancelled. However, the Active line tick box will still affect the order line. Therefore, if you wish to create a credit note for this line of the order, you must also have the Active Line box ticked.

Invoiceable Lines

Use this tick box to set the order status as invoiceable, for example an enquiry level status set up without this tick box can be changed to a status with this invoiceable lines box ticked to indicate that it is now a confirmed order that needs to be invoiced.

Contra Deal

Tick this box if all the orders placed under this status are to be contra deals.

Invoice Suppression

Check this box to enable Invoice Suppression for the selected order status.

Credit Suppression

Check this box to enable Credit Suppression for the selected order status.