In the sales order overview in the Sell > Sales Orders menu, the so-called order traffic light is displayed for each order. This order status indicator allows you to track the current status of an order at any time. It shows you which order processing steps are already completed and which are still pending. Steps that are already finished successfully are represented by green symbols. Open process steps or steps where a validation has not yet taken place are marked in red. For orders that are still in draft mode, all symbols of the order status indicator are shown as blue circles. Cancelled orders are represented in the order status indicator as grey symbols with a cross.
Important
The so-called stock status indicators are also part of the order status indicator described here. The term stock status indicator refers to those symbols within the order status indicator that provide information on the available stock. You can influence the appearance of those symbols as well as the underlying stock calculation logic by carrying out dedicated system settings. More information as well as step-by-step instructions are available in the article Stock status indicators and stock allocation.
The order status indicator is continuously updated by the process starter autoversand_berechnen. The process starter is also executed whenever you open a sales order to edit it. This is why the order status indicator in a sales order might differ from the status displayed in the order overview. Some symbols in the order overview might still be marked as uncompleted (red), while they might already be displayed as completed (green) in a sales order that is opened. In this case, the order status indicator in the sales order overview is updated as soon as you return to the Sell > Sales orders menu.
Tip
Video tutorial: Your head start on order status indicators
Are you looking for a quick overview on the functionalities and usage of order status indicators in Xentral? Then, our video tutorial is exactly right for you. Take a look right away!
You can find the order status indicator in the Monitor column of the Sell > Sales orders menu.
The order status indicator is also displayed in the sales order itself once you open it. Here, you can find the order status indicator in the upper part of the order next to the order number and the customer number.
Once a sales order reaches the status Completed, grey symbols with a check mark are displayed in the Monitor column. These symbols show you that order processing in Xentral has been completed successfully.
Sales orders can reach the status Completed in different ways:
Via auto-shipping. More information on this is available in the Transferring sales orders to logistics processes (Xentral auto-shipping)) article.
Via manual creation of the respective receipts (e.g. delivery notes and invoices)
By processing the order with the Transfers module. More information on this is available in the Overview: Integrating fulfillment services providers (3PL) article.
Meaning of the order status indicator symbols
Take a look at the information in the table below to learn more about the meaning behind the individual symbols of the order status indicator.
Note
The following table contains all order status indicator symbols that are displayed in Xentral by default. Note that you can also hide symbols if you wish to do so. Refer to the chapter Deactivating order status indicator symbols to learn how this is done. You can also add your own, custom order status indicator symbols. More information on those custom symbols can be found in the chapter Adding additional order status indicator symbols.
Symbol | Description |
The sales order is in draft mode | |
The sales order has been cancelled | |
All process steps and checks for the sales order have been completed | |
Stock | |
Enough stock is available | |
Not enough stock is available for at least one product included in the sales order | |
Postage check | |
The postage check has been completed successfully | |
The sales order does not contain a postage item (in connection with a project shipping method where a postage item must be contained) | |
VAT ID check for business customers in other EU countries | |
The VAT ID check was successful or not successful | |
The VAT ID check failed or has not been carried out | |
Payment status | |
Full payment has been made | |
Partial payment has been made | |
No advance payment has been made | |
Calculation of cash on delivery fee | |
Cash on delivery fee calculation has been carried out as planned, or no cash on delivery fee is required | |
Calculation of cash on delivery fee has not been carried out | |
Cleared for auto-shipping | |
Cleared for auto-shipping | |
Not cleared for auto-shipping (sales order can only be released manually) | |
Customer check | |
The customer check was successful or not successful Important This symbol will be removed from the order overview in the future! | |
Address validation (only displayed if Address validation module is in use) | |
Address validation carried out successfully | |
Address validation not successful | |
Delivery date check | |
delivery dates on current day or no planned delivery date) | |
Delivery date in the future | |
Customer credit limit | |
The credit limit is sufficient or no credit limit has been determined | |
Credit limit has been exceeded | |
Delivery block for customers | |
Delivery authorized or no delivery block has been determined | |
Delivery block is active | |
Production (only displayed if Production module is in use) | |
No production exists | |
Production has been created | |
Production has been approved | |
Production has been started | |
Production has been finished | |
Production has been booked out of stock | |
Production has been partly booked out of stock | |
Production has not been booked out | |
Production has been booked in | |
Production has been partly booked in | |
Production has not been booked in | |
Production was rejected |
Deactivating order status indicator symbols
If there are certain symbols of the order status indicator that you do not need for daily order processing in Xentral, you can deactivate these exact symbols. This way, they will not be displayed any more in the order overview under Sell > Sales orders and in sales orders themselves.
Proceed as described below to deactivate order status indicator symbols.
Open the Settings > Administration > System settings menu.
Scroll down until you reach the section Hide sales order status indicators.
Select the order status indicator symbols that should not be displayed any more by placing a check mark next to them.
Scroll down and click on Save.
The selected order status indicator symbols are now not displayed any more in the order overview and in the order.
Important
Even if you have chosen to hide some symbols, the corresponding checks for auto-shipping are still carried out in the background. For example, if you have deactivated the stock symbol and no sufficient stock is available to process the order, the option to trigger auto-shipping will only be available after sufficient stock is available.
Adding additional order status indicator symbols
In addition to the general order status indicator, Xentral also offers you the Sales order traffic light module. With the help of this module, you can add more process steps to the order status indicator and mark these steps by choosing an additional symbol for the order status indicator. For example, this makes sense if you wish to alert your employees to customization requirements for products or to make them aware of extra tasks, such as a manual address check.
Proceed as described below to add order status indicator symbols.
Use the Smart Search to open the Sales order traffic light module.
In the Create section of the Overview tab, carry out the settings as described in the table below. (see table below the list)
Click on Save.
The new symbol is displayed in red in the order status indicator under Sell > Sales orders.
For step 2:
Setting | Explanation |
Labelling | Enter a name for the new order status indicator symbol. |
Active | Activate this option to display and use the order status indicator symbol in Xentral. |
Icon | From the drop-down list, select an icon that will serve as the symbol for the order status indicator and will be displayed in the order overview in Xentral. Note The options in the drop-down menu mean the following:
|
Create log entry on request | Activate this option to create entries for the sales order log regarding the usage of this order status indicator symbol, which you can check later, if needed. |
Tip
Once you mark one of those additional process steps as done in a sales order for the first time, a new filter named Order status indicator will be displayed for this additional step at the top of the Sell > Sales orders menu. The symbol that is displayed depends on the symbol that you have selected in the Sales order traffic light module. Click on the symbol next to the new filter to filter orders according to the status of completion of this new process step.
Filter symbol | Action |
Display all sales orders | |
Only display sales orders for which the additional process step has been marked as completed | |
Only display sales orders for which the additional process step has not been completed |
By using one or several additional order status indicator symbols in Xentral, you represent additional and custom process steps that are tailored to your business. After successful completion of these steps during order processing, you should mark the steps as “done” accordingly so that the color of the symbols changes to green.
Proceed as described below to mark additional process steps as “done”.
Go to Sell > Sales Orders.
Open the desired sales order.
Open the tab Sales order traffic lights.
Click on the checkbox in the Done column next to the desired icon.
If needed, enter a comment regarding the completion of the process step, e.g. “Product customized” or “Address checked”.
Click on Save.
The order status indicator symbol changes its color to green.