Our Status & Vendor/Customer Status

As a IT Manager
I want to generate the standard set of Our Status and Vendor Status values in a single step
So that the purchasing team has a ready-to-use status framework without manual configuration

Setup:

1. Open Document Handling Setup.
2. Click Default Setup.
3. The standard Our Status values are created: Send Request, Mail Sent, Request Sent, Reminder Sent, Answer Received, Accepted, Cancelled, Cancellation Sent.
4. The standard Vendor Status values are created: Accepted, Awaiting Reply, Changed, Rejected, Ongoing Dialogue.
5. Review both pages after setup to verify the cross-update rules are correct for your business.

As a IT Manager
I want to configure Our Status values to automatically set a corresponding Vendor Status
So that the purchasing team doesn't have to manually update both status fields after each action

Setup:

1. Open the Our Status page.
2. For each status value where a Vendor Status update should follow, enable Update Customer or Vendor Status.
3. Set Set Customer or Vendor Status to the target Vendor Status value.
4. Example: when Our Status is set to "Mail Sent", Vendor Status should automatically be set to "Awaiting Reply".

As a Purchasing Agent
I want to configure Vendor Status values to automatically update Our Status when the vendor's response is recorded
So that recording the vendor's reply automatically advances Our Status to the correct next step

Setup:

1. Open the Handling Cust-Vend Status page.
2. For each Vendor Status value that should trigger an Our Status update, enable Update Our Status.
3. Set Set Our Status to the target Our Status value.
4. Example: when Vendor Status is set to "Accepted", Our Status should automatically be set to "Accepted".

As a Purchasing Agent
I want to understand the automatic status assignment when adding a new purchase line
So that I know why Our Status is already populated when I start a new purchase order line

Setup:

1. Open a Purchase Order and add a new line.
2. When a non-zero quantity is entered on a line that previously had no quantity, Document Handling automatically looks up the default Our Status value in the Send Request category and assigns it to the line.
3. No manual action is required — the status transitions automatically. This is controlled by the Default Option flag on the Our Status record with status category "Send Request".

As a Purchasing Agent
I want to have Our Status automatically update after sending a purchase email
So that I don't have to manually change the status on each line after every communication action

Setup:

1. Ensure Our Status values are configured with the correct Our Status Options categories and Default Option flags.
2. When a new order request email is sent via Document Handling, Our Status on the purchase line is automatically set to the default "Request Sent" value.
3. When a reminder email is sent, Our Status is set to the default "Reminder Sent" value.
4. When a cancellation email is sent, Our Status is set to the default "Cancel Request Sent" value.
5. No manual configuration is required per send — the automation is driven by the Default Option flags on the status records.

As a Business Manager
I want to add custom Our Status values beyond the defaults
So that the status tracking reflects the specific stages of our purchasing process

Setup:

1. Open the Our Status page.
2. Add new rows with a Our Status code and description.
3. Assign an Our Status Options category — this category determines how Document Handling treats the status in automated transitions. Choose the closest matching category (e.g. "Request Sent" for a status that means "sent to vendor").
4. Optionally enable Update Customer or Vendor Status and set the target vendor status.
5. Set Default Option if this custom value should be the one used in automated transitions for its category.

Note: Only one record per Our Status Options category can have Default Option enabled. Setting a new default automatically clears the previous default for that category.

As a Purchasing Agent
I want to understand how Our Status determines which actions I can take on a purchase line from the Purchase Handling journal
So that I know why some actions are greyed out depending on the current status

Setup:

1. The available actions in the Purchase Handling workflow are determined by the Our Status Options category of the current Our Status value:
   • Blank or Send Request → the line is in a state where a new request can be initiated.
   • Request Sent, Reminder Sent, or Cancel Request Sent → the line is awaiting a response; change and accept actions may be limited.
   • Change Accepted or Answer Received → the exchange is considered resolved.
   • Cancel → the line is cancelled.
2. Accept actions on Quote lines are blocked — they must be processed from the Purchase Handling Journal.