Track sales and RMA orders with your own statuses

Custom order statuses let a team describe an operational stage in its own terms while keeping the order's normal sales, shipping, receiving, and accounting records. Use them when people need to see where an order sits between the standard document milestones. A custom status does not, by itself, ship an order, receive a return, or post a financial transaction.

Before you begin

The firm needs Advanced Order Management, and a Firm Admin enables Advanced Order Status in Settings → Setup → Feature Settings → Sales Orders. A Firm Admin can then open Settings → Setup → Company → Custom Sales Order Statuses. Decide with the sales, warehouse, or service team which stages they will actually maintain, what each stage means, and who is responsible for moving work forward.

Define the status choices

1. Open Custom Sales Order Statuses, then choose Order Status Types and New Status Type. Give the type a clear name and choose whether it applies to Sales Orders, RMA Orders, or both. A type groups related choices, such as an internal review or service stage.
2. Return to Order Statuses and choose New Order Status. Enter a name, choose its status type, and set its order within that type. Repeat for the choices users will need, keeping names distinct enough for someone outside the team to understand. The order matters: ordinary users advance through manual statuses in sequence and cannot skip ahead.
3. If a status should follow a supported event, select Auto Updated? and the appropriate trigger. Available triggers include completion of a work-order sequence and pick-list stages such as picked, packed, ready to ship, and shipped. Ordinary users cannot select an auto-updated status manually; the event must occur. Leave a status without an auto-update trigger when users should record that stage themselves.
4. Use Track Time Manually? only where your team intends to record time at that stage. For an RMA status, Workflow Closed? can mark the custom workflow complete; it does not change receiving or accounting on its own.
5. Save and review the status list with the team before using it on live orders.

Use statuses on an order

Open or create a sales order or RMA order. The Order Statuses area shows each applicable status type and its choices. For a manual stage, an ordinary user selects the next status in the configured order and saves the order. As people complete the work outside Versa, they advance the stage so the next person can see what is ready. An enabled trigger may update an automatic status after its related pick-list or production event, but the team still needs to verify that the physical work and order record agree. A Firm Admin can make broader status corrections when an exception requires one.

The order details show status history and timing information. The sales-order list can also be filtered by a custom status, making it easier to find orders waiting at a particular stage. Do not use a status as a substitute for reviewing the order's shipment, receipt, or invoice records.

Check the result

Open a representative order and confirm that its current status matches the team's actual handoff. If the Order Statuses area or setup menu is absent, check the firm feature, organization setting, and Firm Admin access for setup. If a manual change is refused, check that it is the next configured status rather than an automatic one. If an automatic status has not changed, check that its selected trigger actually occurred on the linked pick list or work-order sequence.

Related articles

• Order to Cash: from accepted order to payment
• Sales Order Fulfillment: allocate, pick, pack, and ship