diff --git a/docs/8.0/ayanova/docs/svc-quote-status.md b/docs/8.0/ayanova/docs/svc-quote-status.md index 5fa7f217..10d55d96 100644 --- a/docs/8.0/ayanova/docs/svc-quote-status.md +++ b/docs/8.0/ayanova/docs/svc-quote-status.md @@ -1,21 +1,105 @@ -# svc-quote-order-status +# Quote status -![THIS PAGE UNDER CONSTRUCTION](img/underconstruction.svg) -#b4beta +The Quote status can be used for multiple purposes: -# TODOS COPIED FROM WORKORDER, EDIT FOR QUOTE STATUS INSTEAD +- a simple flag to visually indicate the state of the quoting process +- for a business process control system when quote needs to proceed through controlled stages step by step +- notification system to alert interested parties when a quote has reached a certain state +- a way to close and lock down a quote when it is finalized +A quote status is completely separate and not related to [work order status](svc-work-order-status.md). -todo: locking - locks workorder from edit (other than status for roles that are in status can remove) -todo: completed - used for notification processing -todo: select roles - who can select this status -todo: remove roles - who can remove +## Authorization Roles required -todo: a section on why select and remove are there, how they can be used in conjunction with notification to enforce process control etc +This form is available to User's with the following [roles](ay-biz-admin-roles.md): -todo: A thorough section on PROCESS CONTROL with suggestions of commonly controlled aspects and hwo status satisifies them, e.g.: - Flow from intake to completion of final paper work - "New to be assessed and booked" - service manager / scheduler asses and assign to tech for repair - "Scheduled" - set to a tech to do the work - "Service completed" or "Awaiting parts" or "Awaiting customer approval" or whatever common scenarios - "Accounting step" - service complete, up to accounting to take, print and invoice customer etc they then set it to "Final / completed / closed" etc. +Full access + +- Accounting +- Business administration +- Sales +- Service manager + +Read only access + +- any logged in staff User + +## How to access Quote status + +- From the [quote](svc-quotes.md) menu item _Quote status list_ +- By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) in any Quote status selection list on any other form where Quote status can be selected +- From any [data table](ay-start-form-data-tables.md) column showing a quote status such as the [Quote table](svc-quotes.md) + +## How quote status works + +### Selecting + +Quote status are selected on [Quotes](svc-quotes.md). + +### Retiring + +When a quote status is no longer required it should be set to inactive by un-checking it's Active checkbox so it is not offered for selection on new records but will still display on old records. + +### Quote process control + +Quote status is useful for quoting process control. + +Use of the [Who can select](#who-can-set) and [Who can remove](#who-can-remove) roles fields, the [Is a locking status](#is-a-locking-status) and [Is a completed status](#is-a-completed-status) fields in combination with the [notification system](home-notify-subscriptions.md) can help to ensure adherence to business processes of many kinds. + +Example process control scenarios: + +- Status "New" set by non sales staff to provide the starting point for a Sales person to do the actual quotation process +- Ensuring that a department manager "signs off" on a quote before it progresses to the next stage by setting a locking status that alerts them and only they can remove +- ensuring that an Service manager turns the Quote into a service work order once approved by the customer by receiving a notification that a corresponding Approved status is set +- Common quoting scenarios such as "Waiting for pricing", "Approved", "Rejected", "Submitted to customer" etc. +- Complex specialized quotation flows where the quote process needs to move through specific stages in a particular order so is "handed off" by setting the status for the next department to handle + +## Quote status data table + +The Quote status [data table](ay-start-form-data-tables.md) lists all the prior quote status created, provides the '+' link to create a new status and provides access to common [data table menu options](ay-start-form-data-tables.md#common-menu-options). + +## Quote status edit form + +The edit form provides all the [standard edit form](ay-start-edit-forms.md) functionality and the following fields: + +#### Name + +This is the name of the Quote status as it's displayed in forms and reports. This is also the primary identifier when searching for a status to select in [autocomplete](ay-start-form-autocomplete.md) lists. A status name must be unique from all other quote status entered. + +This is the only **required** field on the form. All other fields are optional. + +#### Is a completed status + +When checked indicates that a quote set to this status is completely finished and no other editing will take place with this quote. + +We recommend that an _Is a completed status_ is also always set to a _Is a locking status_ locked status unless there is a very unique reason not to do so. + +#### Is a locking status + +When checked indicates that the quote should be locked and not editable until the status is changed to an editable status. Nearly all _completed_ type status should also have this checked / true. + +This can be useful for multiple purposes: + +- Locking a completed quote so no further editing takes place +- Freezing a quote temporarily as part of a progression through a larger quotation process involving multiple departments +- Temporarily freezing a quote while it is reviewed by a manager + +#### Who can select + +Here you can set which [Authorization Roles](ay-biz-admin-roles.md) a User _must_ have before they are allowed to select this status on a quote. If a User does not have the roles listed here they will not be able to _select_ that status on the quote. + +#### Who can remove + +Here you can set which [Authorization Roles](ay-biz-admin-roles.md) a User _must_ have before they are allowed to change _from_ this status to a different status. If a User does not have the roles listed here they will not be able to _change_ to another status. + +#### Color + +A color can be selected to visually represent the status so users can see at a glance what state the quote is in on the [Quote](svc-quotes.md) data table. This color can also be used in [report templates](ay-report-edit.md) if appropriate. + +#### Active + +Quote status that are set to Active can be selected on Quotes. Status not set to Active will still show in older records but can not be selected for new records; this is how you retire a Quote status from use. + +#### Notes + +Notes about this record for internal staff use. Notes can also be reported on if desired. These notes are only visible in this form. diff --git a/docs/8.0/ayanova/docs/svc-work-order-status.md b/docs/8.0/ayanova/docs/svc-work-order-status.md index c1059778..996fcc35 100644 --- a/docs/8.0/ayanova/docs/svc-work-order-status.md +++ b/docs/8.0/ayanova/docs/svc-work-order-status.md @@ -7,6 +7,8 @@ The work order status is a powerful feature that can be used for multiple purpos - notification system to alert interested parties when a work order has reached a certain state - a way to close and lock down a work order when all work has been completed +A work order status is completely separate from a [Quote status](svc-quote-status.md) or [Work order item status](svc-work-order-item-status.md). + ## Authorization Roles required This form is available to User's with the following [roles](ay-biz-admin-roles.md): @@ -27,7 +29,7 @@ Read only access ## How to access work order status -- From the [work order](svc-workorders.md) menu item *Work order status list* +- From the [work order](svc-workorders.md) menu item _Work order status list_ - By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) in any Work order status selection list on any other form where Work order status can be selected - From any [data table](ay-start-form-data-tables.md) column showing a work order status such as the [Work order list](svc-workorders.md)