How order statuses work, and when prices lock
What each Allmoxy order status means, who can edit at each one, and when prices follow your catalog, stay put on placed orders, and lock at Shipped.
An order's status tells everyone where the job stands and decides who can still change it. Prices follow your catalog while an order is a Bid, stay put once it's placed (a line reprices only when someone changes it), and lock when it ships.
Applies to: catalog and itemized orders. Project orders use different names for some statuses; see Move a project order through its statuses.
In this article
- The ladder
- Bid
- Ordered
- Verified
- In Progress
- Completed
- Shipped
- On Hold and Void
- When prices change
- Moving forward and moving back
The ladder
Every order starts as a Bid and climbs: Ordered, Verified, In Progress, Completed, Shipped. On Hold and Void sit off to the side and can be reached from any status. Each step can run your automations, so statuses are what drive the rest of your workflow.
| Catalog and itemized | Project |
|---|---|
| Bid | Bid |
| Ordered | Authorized |
| Verified | Confirmed |
| In Progress | In Production |
| Completed | Ready to Install |
| Shipped | Shipped |
| Installed |
Bid
A bid is a quote or a draft. You and your customer can save it and come back to it.
- Prices aren't locked. Every time the order (or one of its output pages) is opened, its lines are repriced from your catalog. If lumber goes up and you raise your prices, an unsubmitted bid picks up the increase. A customer can't sit on a draft for a year and then submit it at last year's price.
- Nothing is promised to the floor yet.
- Bids can be saved with errors when Allow Validation Errors on Bids is on in Order Settings, so a quote can be finished later.
- Triggers can fire when a bid is created, though most shops start their automations at Ordered.
Ordered
The customer clicked Submit Order, or your team placed it. The invoice date is set, supplies for the order are reserved, and any product subscriptions start.
What stops an order being placed is a line whose price can't be calculated (it shows "-"). Fix that line and submit again.
Your customer can still change the order at Ordered, as long as they haven't paid anything. Once a payment is made, edits would shift the balance and leave someone owing or owed, so the order locks for them.
Ordered is a good place to hang automations: tag orders that include products needing special inventory, send the customer a confirmation, or alert your team to a new order. See Intro to Triggers.
Verified
You've reviewed the order and accepted it into production. It's now read-only for your customer, and your team needs Edit Verified Orders to change it. Supply reservations are redone against real stock. If you auto-verify orders, a newly placed order skips straight here. See Change an order's status.
In Progress
Work has started. Orders get here by hand, with Start Job on the Work Schedule report, or when someone clocks a labor process linked to this status. If Auto-Checkout Supplies is on in Order Settings, reserved supplies are checked out of stock at this point.
Completed
The job is built. Reaching Completed marks every item complete. A scanning station moves the order here once every line is through.
Shipped
The order has left your shop: the customer picked it up (will call), or it's on the truck. At Shipped:
- Remaining reserved supplies are released and the totals are recalculated.
- The ship date and the revenue date are stamped, so the order counts in your sales reports.
- Your customer gets the invoice-shipped email, if their company receives invoices by email and you have a default invoice output page.
- Prices, the discount and shipping lock for everyone.
On Hold and Void
- On Hold pauses the job, for example while you wait on back-ordered materials. It's read-only for customers and for employees without Edit Verified Orders.
- Void cancels it. The invoice is marked void and the order's output pages are hidden. See Edit, duplicate, remake or cancel an order.
When prices change
- Bid: every line follows your catalog, every time the order is opened.
- Placed (Ordered through Completed): each line keeps its price. A line is repriced only when someone changes it and saves. Saving the order, or changing only its status, doesn't reprice the lines you didn't touch. Catalog changes never reach a placed line on their own.
- Changing the order discount on a placed order reprices every line from today's catalog.
- Shipped: prices, the discount and shipping are locked. Not even Edit Verified Orders unlocks them; moving the order back to an earlier status does.
- A duplicated order is a new Bid, priced from today's catalog.
Your team can edit an order at any status with the right permission, but after Verified it's best not to. Editing a line on a verified order lets that line pick up today's price.
If you change an order after your customer has paid, the total can shift. Check the invoice afterward so your customer doesn't owe more, or isn't owed a refund, without knowing it.
Moving forward and moving back
- Forward moves step through every status in between and run each one's automations. Moving an order from Bid to Shipped in one save can send several emails if you have a trigger on each status.
- Back moves jump straight to the status you pick and undo very little. Supplies that were reserved, checked out or released stay where they are, and the invoice's charge date stays. Only a move all the way back to Bid clears the invoice, ship and install dates and the revenue date.
When your customer's card is charged, or their invoice comes due, depends on their payment term. See How payment terms work: when invoices come due.
Watch: Order statuses and pricing (older screens)