Documentation/ Checking the line items/ Item status
Item status
Lines have a status of their own, and the document shows a summary of all of them. That summary is what decides whether a document can go to the ERP: a document with items still to validate does not leave.
Document › items tab › Status column · and the item status column in the list
On this page
Two levels: line and document
Worth telling apart from the start, because the names are alike:
| Level | Where you see it | What it says |
|---|---|---|
| Line | The Status column inside the item list, on purchase delivery notes | Where that particular line stands. |
| Document | The item status column in the document list | The summary of all its lines. |
The status is not edited by hand. The system works it out from the line's data and updates it when you save.
The document's summary
The document list shows the item status with three possible values:
| Value | What it means |
|---|---|
| Items outstanding | There are lines not yet validated. This is the highest-priority warning. |
| Totals to review | The items are there, but the amounts do not agree. |
| Item OK | Every line is validated. |
When a document has not had that worked out yet, the column shows a dash. That is not a fault: it means there is no item status to summarise yet.
How the summary is decided
The summary is not an average: it is a priority, applied in this order:
- Items outstanding. One line being outstanding is enough to mark the whole document that way.
- Totals to review. If no items are outstanding but the amounts do not agree.
- Item OK. Only when neither of the above applies.
Which has a practical consequence: fixing the totals changes nothing while one line still has no item assigned. Settle the items first; then see whether there is still an amounts problem.
The line statuses
Inside the item list, on purchase delivery notes, each line shows its own status. These are the values and what each one says:
| Status | What it says |
|---|---|
| Review item | The line has no ERP item assigned, or the one assigned is not valid. |
| Item OK | The line has an item assigned and it is right. |
| Review totals | The line's amounts do not agree with the document. |
| Review items sum | The lines added up do not come to the document's net. |
| Review total amount | The total worked out does not match the document's. |
| Missing relevant fields | The line is incomplete for its document type. |
| Registered | The line has been written and has not been through the checks yet. |
| Validations approved | The line has passed the automatic checks. |
| Approved by user | Somebody has signed the line off. |
| Rejected by user | Somebody has rejected it. |
| Raw material correct | The raw material classification is the expected one. |
| Raw material incorrect | The raw material classification does not fit. |
| Sent to ERP | The line has already gone to the management system. |
| Project error | The project assigned is not valid. |
Not all of them appear on every account: the raw material and project statuses only mean anything where those classifications are used.
What stops the ERP send
When you send documents, the system refuses any with unvalidated lines and says why: items outstanding. The document is not transmitted, and none of its lines is: the send is of the whole document.
That control is deliberate. Sending an invoice with lines that have no item assigned would produce an incomplete entry in the ERP that somebody would then have to fix there, which is always dearer than fixing it before sending.
Before a batch send, filter the list by item status and settle the documents flagged as outstanding first. It stops the whole batch coming back with errors.
How to get to items OK
- Open the document and go to the items tab.
- Find the lines whose ERP badge shows a dash, or whose status says the item needs a look.
- Assign the catalogue item on each of them.
- Fill in whatever the document type requires: the nominal account and, on purchase invoices, the batch.
- Save. The status is worked out again and the document updates its summary.
If, once every item is assigned, the document moves to totals to review, the problem is no longer the items but the amounts: check the list's totals bar against the header's net amount.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| The document is still outstanding after you fixed the amounts | At least one line still has no item assigned, and that warning takes priority. | Assign the missing items. The summary is worked out again when you save. |
| There is no Status column in the item list | It is only shown on purchase delivery notes. | That is how it should behave. On other types you use the list's summary. |
| The item status shows a dash | The document has not had it worked out yet. | Open the document and save its lines so it is recalculated. |
| The send comes back with items outstanding | There are lines with no item assigned. | Settle them before sending again. The document never goes half out. |
| A line is left with a project error | The project assigned to the line is not valid in the ERP. | Correct the line's project from the assignment dialog. |