Each Sales / Purchase Order has an order status – the standard six order status options are Q-Quote, A-Active, C-Complete, H-Hold, F-Forward and D-Deleted. Sales and Purchase Order Processing also allow for up to five alternate user-defined status codes. The codes, mapped to one of the existing codes, allow you to set status codes such as P-ProForma to indicate that waiting for payment to activate or L-Lost to indicate customer not going ahead with a quote.
This new feature allows for an Order Acknowledgement document to update the status of the order / line based on a ‘saved’ quantity value on the order line. This allows you to, for example, update the status of an order to ‘I-In Picking’ when a pick note is raised.
The order status is updated for the line based on checking whether a ‘quantity’ item is equal/not equal to zero. The header status is updated to the same alternate status code if any line is updated. So, for example, if you have three lines on an order and send one to be picked then that line is updates as ‘In Picking’ as well as the Order Header status.
Installation
Document Design
As part of the Order Acknowledgement document design a new option has been added to screen 2 of the parameters to update the order status.
Premier Installer users can right-click on the Order Acknowledgement option on the menu and choose to Configure Option before entering the number of the required document to update. Alternatively, you can selectInstallation from the main menu followed by Application Managerand Document Design Manager.Select the required Order Processing application before selecting the Order Acknowledgement documents. Enter the number of the required document to update to show the document mask.
To access the parameters, choose the PARAMETERS option on the ribbon and then move to General Document Parameters Screen 2
Alternate Order Statuses – set to allow the document to update the order status to one of the alternate order status codes.
Update Order Status To – reference the status to be updated to. Note the status selected must be a standard order status or defined as an alternative order status (and usually an alternate to the standard ‘A-Active’ order status).
Check Item – reference the data item to be checked for updating the order status.
Check if Zero – reference whether the status is to be updated if the item is equal or not equal to zero.
Notes
If using to set a ‘In Picking’ or equivalent status, then you’ll likely have two order acknowledgement documents.
The first, a ‘Pick Note’, would be configured to save the document action qty to a ‘Picked Qty’ on the order line and this would be nominated as the ‘check’ item for updating the order status to ‘I-In Picking’.
You would also have a credit configured document for when you need to cancel a pick – this would be set to save the document action qty reducing the picked quantity on the order line. Again, this item would be nominated as the ‘check’ item, but you would set the status to be updated back to ‘A-Active’ when the picked qty is zero.
The option is available primarily for Order Acknowledgement documents. It is also available for ‘credit’ Delivery/Invoice documents. If process a credit against a completed sales/purchase order and select to re-activate the order, then the order status would go back to ‘A-Active’. This option can be used to allow you to default the order status to the alternate status instead based on check of the ‘Picked Qty’ item.
Article ID: 2427
Created On: Wed, Mar 18, 2026 at 3:13 PM
Last Updated On: Wed, Mar 18, 2026 at 3:15 PM
Online URL: https://kb.datafile.co.uk/article/order-acknowledgements-set-to-alternate-order-status-2427.html