Guide: Order Status in Allmoxy
Understanding the statuses an order moves through and associated workflows!
Allmoxy operates based on orders and their status as they progress through production and shipment. Allmoxy's order statuses are hard coded and automate a plethora of workflows at every stage in the process. Here's a walk-through:
Bid: A bid is the starting point for every order. Think of this as the quote or draft stage, where the bid is being developed. You can save your bids as a starting point to revisit later, and you also have the option to save bids with red 🚫 validations, which can be addressed later. You can have triggers set to fire when a bid is created, although this is not recommended!
Order: Order status is a customer-confirmed order. When a customer creates an order, they only have two options: Save as Bid or Submit Order. Submitting the order shows that the customer is ready to purchase and proceed with the production of the order. At this stage, all red 🚫 validations must be resolved.
When an employee creates the order, they must manually change the status from Bid to Ordered by selecting Ordered in the status dropdown.
Ordered status locks in the pricing and part configuration of products unless a product is manipulated again. Manipulating products in Ordered status forces the product to recalculate, meaning it will update to the most recent pricing/part changes.
Automated workflows come into play once a bid moves to ordered status. Attach tags to products and attributes that require specialty inventory to be ordered, send a trigger confirming the order with a quote attached to the customer, and send a trigger alerting your internal order team of the order being placed.
Verified: Now that the customer has placed the order, all other status changes happen internally on the employee side. Verifying an order turns it into a read-only view for the customer, who can no longer make changes. We recommend that employees manually review the order, confirming the sidebar information (ship date, ship method, customer address, etc) and verifying that the order can be produced. Employees will then change the order status dropdown from Ordered ➡️Verified.
You can also auto-verify orders, meaning orders are verified as soon as the customer selects Submit Order. This is only recommended if you want to immediately prevent customers from making order changes and feel confident that your products need no manual review.
In Progress: As stated, in progress means that the job is in the production flow and being worked on. You can use time tracking to track specific tasks to each job. You can either manually change the status on the order from Verified ➡️In Progress, or follow the workflow below:
Verified orders show up on the Work Schedule Report, so that your production team can start the job there. Select a Production Line in the Work Schedule Report. Once Start Job is selected on a particular order, the order automatically moves to In Progress status.
Completed: Completed means that the job is in the final stages of being in production. We recommend using the barcode scanning function to auto-update an order to completed status at a designated labor process step, like a quality check, assembly, or finishing.
Shipped: An order is marked shipped when it has either been picked up by a customer (Will Call) or has been placed on a delivery truck for customer delivery. Use the Shipping Report or the barcode scanning tool to mark orders as Shipped. Once an order is marked Shipped, the invoice for the order with appear in the Invoices Export Queue. This invoice will also be added to all Sales reports.
On Hold: Employees can use this if an order needs to be stopped in production, or if it is waiting for back ordered materials to produce the order.
Void: Voided orders are orders that do not progress through the system. You can delete jobs in Bid or Ordered statuses, and Void orders in any other statuses. Voided orders fall off of most searches and reports, but can be recalled by filters the Orders page or customer dashboard down to Void order status.
Bid: A bid is the starting point for every order. Think of this as the quote or draft stage, where the bid is being developed. You can save your bids as a starting point to revisit later, and you also have the option to save bids with red 🚫 validations, which can be addressed later. You can have triggers set to fire when a bid is created, although this is not recommended!
Order: Order status is a customer-confirmed order. When a customer creates an order, they only have two options: Save as Bid or Submit Order. Submitting the order shows that the customer is ready to purchase and proceed with the production of the order. At this stage, all red 🚫 validations must be resolved.
When an employee creates the order, they must manually change the status from Bid to Ordered by selecting Ordered in the status dropdown.
Ordered status locks in the pricing and part configuration of products unless a product is manipulated again. Manipulating products in Ordered status forces the product to recalculate, meaning it will update to the most recent pricing/part changes.
Automated workflows come into play once a bid moves to ordered status. Attach tags to products and attributes that require specialty inventory to be ordered, send a trigger confirming the order with a quote attached to the customer, and send a trigger alerting your internal order team of the order being placed.
Verified: Now that the customer has placed the order, all other status changes happen internally on the employee side. Verifying an order turns it into a read-only view for the customer, who can no longer make changes. We recommend that employees manually review the order, confirming the sidebar information (ship date, ship method, customer address, etc) and verifying that the order can be produced. Employees will then change the order status dropdown from Ordered ➡️Verified.
You can also auto-verify orders, meaning orders are verified as soon as the customer selects Submit Order. This is only recommended if you want to immediately prevent customers from making order changes and feel confident that your products need no manual review.
In Progress: As stated, in progress means that the job is in the production flow and being worked on. You can use time tracking to track specific tasks to each job. You can either manually change the status on the order from Verified ➡️In Progress, or follow the workflow below:
Verified orders show up on the Work Schedule Report, so that your production team can start the job there. Select a Production Line in the Work Schedule Report. Once Start Job is selected on a particular order, the order automatically moves to In Progress status.
Completed: Completed means that the job is in the final stages of being in production. We recommend using the barcode scanning function to auto-update an order to completed status at a designated labor process step, like a quality check, assembly, or finishing.
Shipped: An order is marked shipped when it has either been picked up by a customer (Will Call) or has been placed on a delivery truck for customer delivery. Use the Shipping Report or the barcode scanning tool to mark orders as Shipped. Once an order is marked Shipped, the invoice for the order with appear in the Invoices Export Queue. This invoice will also be added to all Sales reports.
On Hold: Employees can use this if an order needs to be stopped in production, or if it is waiting for back ordered materials to produce the order.
Void: Voided orders are orders that do not progress through the system. You can delete jobs in Bid or Ordered statuses, and Void orders in any other statuses. Voided orders fall off of most searches and reports, but can be recalled by filters the Orders page or customer dashboard down to Void order status.