Order status

An efficient workflow is crucial for any business. With Xena's order status feature, you get a tool to manage orders, ensure oversight, and maintain a smooth workflow.

What is order status?

The order status screen is a visual overview of open orders, where they move to the right as they progress through the work process and disappear when completed. Each user has their own view, so the columns may vary between departments. Each column represents a task or status, e.g. Ready to pack or On hold, ensuring an overview and momentum in the process.

Xena's order management is manual, where orders are moved by selecting a new status or dragging them to another column. With the app Quotify - Autostatus, order status can be updated automatically based on your own rules, which is particularly useful when integrating with a webshop.

 

Create status types

If your account has not created any status types, the overview will be empty. Click Create standard to quickly get started with the default status types that Xena suggests.

You can easily customise these status types by changing colours, text, or creating new status types to fit your needs. Use the menu (the three dots) next to each status type to delete or edit it, or click directly on the status type to open it for editing.

For each status type you select a name and a colour. You also enter an index, which determines the order in which the status types are displayed.

You can link a task status so that all open tasks are automatically updated to that status when an order receives the selected status type.

For example, when an order receives the status Invoiced, the task status on linked tasks automatically changes to Invoiced. You can also create status types such as Offer and Estimate, so you can see and filter directly in the order overview whether an offer or estimate has been sent on an order.

➡️ Read more about task status and the options

 

The status overview

You can find the status overview here:

• Sales > Status overview

• Purchasing > Status overview

In the status overview you can choose which columns to display. You can also choose to view either the partner's address or the delivery address via the dropdown menu on the Show button. From here you can also go to Order setup if you want to change your status type configuration.

If you use stock management, a small coloured circle will show the overall delivery status of the order. Hover over the circle to see an explanation of the colours.

You can expand orders to see the underlying tasks. In the menu (the three dots) next to each order you will find links to actions you can perform directly from the status overview.

 

Select order status

All new orders are automatically created with the order status that has the lowest index (by default Created). Orders that existed before order status was activated will not have any status assigned. To display an order in the status overview, you must select an order status on the order.

You can move an order from one status to another by selecting a new status on the order, or by moving the order to a different column in the status overview as described above.

 

Status in order overviews

Order status is shown in the order overviews. Hover over the coloured circle on the right in the list to see the description of the current status type.

At the top of the order overview you can select a filter so you only see orders with the selected order statuses.

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