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Every important document in AvailSuite has a property called status. Right now, AvailSuite support statuses for Orders, Invoices, Projects, Tasks, Time Cards, Expenses, Purchase Order, and AP Invoices. Most documents (Invoices, Orders, etc.) can have one of the following statuses:
 Draft Negotiated Completed Canceled On Hold
Tasks can have one of the following statuses:
- Draft
- In Progress
- Completed
- Canceled
- On Hold
Time Cards and Expenses can have one of the following statuses:
- Draft
- Submitted
- Approved
- Rejected
These values define the status of a document, which in turn reflects its status in the real life. For example, the Draft status is usually assigned to new or incomplete Orders. It is also good for quotes and estimations. When an Order is finalized and confirmed by the customer, it should be moved into the Negotiated status. Once the Order is fulfilled, it is moved into the Complete status. If for any reason the Order is not to be fulfilled, it can be cancelled, moving it into the Canceled status.
Statuses are very useful to separate the documents that require more attention (new and just confirmed) from older stuff.
AvailSuite uses the following restrictions to documents in various statuses.
- It is impossible to edit documents (Tasks, Project, Orders, and Invoices) in Completed and Canceled statuses. If it is necessary to modify such document, Administrators can move back it to Draft.
- Managers cannot edit Time Cards and Expenses that are already Approved or Rejected. Only Administrator can do so.
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Technicians can only work with their own Time Cards and Expenses having Draft or Submitted Statuses.
By default, all documents in AvailSuite are created as Draft. You need to make an extra click to make a document Negotiated, Submitted or In Progress. You can define the default status for each type of documents. This can be useful, for example, if you don't need draft time cards or you create mostly negotiated invoices not draft.
To change default statuses of documents, follow the instruction.
Click System Options in the Maintenance menu on the main form.
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Choose the Default Statuses tab.
- Define default statuses for each type of documents separately.
- Save the changes made.
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