Product Status

  • Full Product - This is one where you want a unique trace for each individual item/pack in stock. Normally this is because it will have a manufacturer’s serial number (such as a photocopier machine) or it is a large bulky item.
  • Limited Product - This is the standard for the majority of stationery items, no unique trace is kept apart from the customers it is sold to. In stock this appears as one entry for the total quantity bought and is only split once allocated.
  • Consumable Product - This is a product where it will never go for purchasing as with all other products, so when sold if there is none in stock the system will automatically add double the quantity required to allow the requirement to be automatically allocated. Depending on the type of product, dealers may need to keep an eye on this so that they do not keep the product live when no stock exists. This is mostly for shop environments whereby for example they sell pens in assorted colors and rather than have several different codes for each color, just lump them as one product at one price(normally this would also be a till favorite as well).
  • Part /Component - This works the same way as Limited Products but is normally for when they are using the product to create another one. There is a system key in the Prima Administration (batch / stock keys) which controls whether these items can be placed on to Sales Orders or Quotes. An example of this is would be all parts to build a PC where the dealer makes their own kits for sale to the public.
  • Non-Stock Product - A 'Non-Stock Product' will retain the cost price set by the user in the sales order and upon authorization of the sales order no purchase line is produced.
  • Discontinued - Speaks for itself- is no longer a product that is either stocked or sold.


Quotes

  • Outstanding Quote - A quote has been generated on Prima 
  • Completed Quote - The quote has been accepted and moved to Outstanding Sales Orders
  • Archived Quote - The quote has been deleted


Imported Orders


  • Awaiting Dealer Auth - Needs authorizing to process through the system
  • Awaiting Customer Auth - This is what your customer will see on the Webstore as a Pending Order. You now have visibility of these Pending Orders through Prima
  • Completed - Imported Order which has been processed
  • Awaiting Payment Confirmation - Order Placed through the Webstore which is waiting for payment
  • Deleted By Customer - A Webstore Pending Order
  • Deleted by Dealer - You have chosen not to process an order received from the Webstore


Sales Orders 

  • Outstanding - Order is awaiting confirmation/authorization
  • Confirmed - Order has been confirmed and is waiting to be authorized by a user with the correct permissions.
  • Authorized - A user with permissions to authorize orders can do this to change the status to requested.
  • Requested - Stock needs to be purchased from requirements tab.
  • Ordered - Order has been placed with supplier and stock has been requested. 
  • Allocated - Stock is available and allocated to the order is is ready to be delivered
  • Picked - This means that the item is on an outstanding dispatch note
  • Part Delivered - Only part of the delivery has arrived
  • Delivered - When everything is delivered but has not yet been invoiced.
  • Not Invoiced - This is used as a search criteria to find orders that are not yet invoiced.
  • Awaiting Invoice - Used only for invoice only lines or non-stocked product.
  • Invoiced - This means the order has been invoiced.
  • Archived - This status means the order has been deleted from the system

You can watch watch the webinar to have these statuses explained in more detail.


Requirements

  • Allocated - items have been taken from own stock
  • Call off Order - If items have been purchased in bulk for future use and stock is then taken from this for a new order it would be referred to as a call off order.
  • Master Kitt/Build Products
  • Requested - This will show the items that need to be purchased from the supplier.
  • Ordered - This status means that the purchase has been sent to the supplier.

Purchase Orders

  • Outstanding - Stock is available and can be purchased
  • Awaiting Acknowledgement - Waiting for acknowledgement from the supplier to say that they've received the order 
  • Awaiting Receipt - For electronic orders this would mean the item is on back order. If it's a standard order it would show as this if you didn't click to automatically create a receipt note.
  • Partially Recieved -
  • Stocked - On Pre-book in note - Stock will be available the following working day and it's on an outstanding receipt note
  • Stocked - This means it has been booked in but not invoiced yet
  • Invoiced - This means the order has been invoiced.
  • Returned - This will be created on a new purchase order for a returned item
  • Deleted - This will show when a supplier cannot fulfill the order and will move back to Requirements.


Receipts

  • Outstanding - This means that the receipt has not been completed yet.
  • Completed - This means the receipt note is completed, and you can then complete a dispatch note.


Dispatch

  • Outstanding - This would usually be the status before the order has been picked.
  • In Transit - This means that the item is on route and out for delivery.
  • Dispatched - The item has been delivered.


Invoices

  • Outstanding - The invoice has yet to be completed.
  • Posted - This would be the status once the invoice has been completed and has been posted