How do statuses work? | ParagonERP

How do statuses work?

Introduction

On transactions and references, you will find a status and a green action button. This button allows you to perform a variety of actions, including changing the status of your record. The different statuses on items, companies, and transactions allow and restrict you from doing certain things. The following article will explain the implications of using each status.

Reference data

In Paragon, reference data include products, materials, tools, and labor. The status of items is found underneath the picture. The action button is found at the bottom right-hand corner.



Inactive status

An item is initially created in an inactive status. The inactive item can then be activated.



An inactive item cannot be added to a transaction. For example, you cannot add an inactive product to an order.

Active status

Once a product is activated, it can also be deactivated if need be.


Companies

In Paragon, companies include customers, vendors and partners. The status of a company can be found underneath the picture. The action button is found at the bottom right hand corner.



Inactive status

A company is initially created in an inactive status. The inactive company can then be activated.



You cannot create a transaction for an inactive company (it must be in active status). For example, you cannot create an order for an inactive customer.

Active status

Once a company is activated, it can also be deactivated if need be.



Transactions

The action button on a transaction is found at the bottom right hand corner.



Temp status

A transaction is initially created in temp status. When in temp status, a transaction can be issued, put on hold or voided.



A transaction in temp status cannot be used to create another transaction. For example, you cannot create a purchase order off an order in temp status. Temp transactions do not affect the GL or financials, but are available in reports.

Issued status

If you issue a transaction, you can then put it on hold, void or complete it.


An issued transaction can be used to create a new transaction. For example, a purchase order can be created off an issued order. Also, issued transactions are available in reports. Issuing an invoice, vendor invoice, credit, or vendor credit will add a journal entry to the GL, affecting your financials. More info can be found here if a financial transaction needs to be edited after it is issued (and if you have turned on automatic journals in Paragon). Issuing a shipment or receipt will not increase or deduct your inventory.

Void status

After you've voided a transaction, you can no longer change the status back to anything else via the action button.


Voided transactions are not available to reports and you cannot use them to create new transactions (ex: you cannot create a purchase order off a voided order).

Hold status

A transaction that's put on hold can then be issued or voided.



Transactions on hold cannot be used to create new transactions. For example, a purchase order cannot be created from an order that's on hold. However, transactions on hold are available in reports.

Complete status


Once you've completed a transaction, it can then be voided if need be.

Transactions in completed status can be used to create new transactions. For example, you can create a purchase order from a completed order. Also, completed transactions are included in reports. Completing shipments and receipts will increase or deduct your inventory.


What's Next?

For more helpful information about references and transactions, take a look at some of our other articles:

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