Status Codes

In ServMan, quote, order and invoice management are primarily controlled by a variety of status codes.  Since workflow patterns vary from company to company, the status code sequence that you use for order management is uniquely your own.  You can view and configure status codes by accessing Master Files> Miscellaneous> Order Status from the menu bar.  

An explanation of the various set-up criteria related to Status Codes is provided below.  Please be warned of status code cause and effect within ServMan.  You should always consult your support representative when adding or changing codes!  The status code setup may look complex and require some guidance, but this one-time setup assures simplified ease of use and efficiency.

Options and field definitions

There are numerous options available on a status code that controls the behavior of orders, quotes, ToDo tasks, and appointments in that status. Please note the options change based your selections and some options are not applicable with all selections.

• Status: the status that is displayed or orders, quotes, ToDo tasks, and appointments; status codes are limited to a maximum of 12 alpha only characters and cannot be changed once saved
• Status flag color: indicates the color that represents the status; displays on the dispatch board and some search screens
• Make it open: indicates the status is considered open, meaning the orders, quotes, ToDo tasks, and appointments are not yet complete.
• Make it closed: indicates the status is considered closed, meaning the orders, quotes, ToDo tasks, and appointments are not yet complete.
• Valid on sales orders: indicates the status can be assigned to sales orders
• Valid on work orders: indicates the status can be assigned to work orders
• Valid on production orders: indicates the status can be assigned to production orders
• Valid on quotes: indicates the status can be assigned to quotes
• Valid on ToDo's: indicates the status can be assigned to ToDo tasks
• Valid on appointments: indicates the status can be assigned to appointments
• Is canceled: indicates orders, quotes, ToDo tasks, and appointments in this status have been canceled
• Can be invoiced: indicates orders in this status can be invoiced; also used to indicate a quote can be converted to a work or sales order
• Is complete: indicates the order, quote, ToDo task, or appointment is complete; also populates the completion date on orders and quotes to the current date
• Inventory has been pulled: indicates the inventory has been pulled so ServMan's automated purchasing options will skip orders in this status
• Do not show orders of this on the unscheduled view: indicates that orders and quotes in this status will not show in the unscheduled section of the dispatch board
• Do not allocate (reserve) stock on orders with this status: indicates the items on orders in this status should not be counted as reserved (on hold)
• Can be picked: indicates that orders in this status can be picked
• Can be returned: indicates orders in this status can be returned (used with ServMan's Warehouse Module)
• Disable status change (status won't automatically go to BackOrder): prevents the status from changing to back ordered if the order is partially picked and invoiced
• Reason required: indicates that orders or quotes changed to this status required a reason code be set before they can be saved; for example, if an order or quote is canceled you can require the user provide a reason for the cancellation
• Disable changes to this status from the schedule: indicates that this status cannot be changed on the dispatch board by right-clicking on the work order or quote
• Download to tech: indicates work orders or quotes in this status can be download to the technician's device using ServMan Mobile
• Can be set by tech: indicates the status can be set on work orders and quotes by a technician using ServMan Mobile
• Automatically start standard sync in ServMan Mobile: when a technician changes an order or quote to this status in ServMan Mobile, a standard sync will automatically be initiated
• Overrides technician status: overrides a technician status
• Technician only status: indicates the status is the technician's status; technician statuses are applicable only to the technician that set the status and only on the day the status was set
• Log time: indicates that time should be logged when an order, quote, ToDo task, or appointment is set to this status; time can be logged manually by the user or automatically by calculating the time between status changes
• Log time without prompting: indicates time logging will happen automatically without prompting the user; only applicable if log time is checked; the starting time status and labor item Everything placed on the detail line of a quote, order, invoice, PO or bill, is an item. These can be labor, service, notes, or stock/non-stock items. must be set for automated time logging to work properly
• Start time status: indicates the status be used to calculate the amount of time to log; for example, if you wanted to log the time a technician spent on site, you would set the start time status to Onsite or similar and have it log automatically when the order is set to TechComplete or similar status
• Labor item Everything placed on the detail line of a quote, order, invoice, PO or bill, is an item. These can be labor, service, notes, or stock/non-stock items. number: indicates the labor item Everything placed on the detail line of a quote, order, invoice, PO or bill, is an item. These can be labor, service, notes, or stock/non-stock items. that the automated time logs will use

Status Code Color

Order status codes are given a color from Mater Files -> Miscellaneous -> Order Status Codes, then set on the Status Flag Color field of each specific code.  Use the picker button to select a different color for each status to tell at a glance what statuses your orders are in on a give day.

Add a status code

1. Select Master Files > Miscellaneous > Order Status Codes.
2. Click New Code.
3. Enter the name of the status.
4. Select a color to represent the status.
5. Select the settings for the status.
6. Click OK.

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Edit a status code

1. Select Master Files > Miscellaneous > Order Status Codes.
2. Select the code you want to edit.
3. Edit the settings for the status. Please make sure you fully understand the changes you make as this could impact your company's workflow.
4. Click OK.

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Delete a status code

1. Select Master Files > Miscellaneous > Order Status Codes.
2. Select the code you want to delete.
3. Click Delete Code.
4. Answer Yes to the dialog "All orders with this status will be converted to a status of open. Continue with deletion?" to delete the code.

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