Default Jobs and Orders to ‘On Hold’ Status
Overview
When it comes to logistics management, some customers want to receive their orders immediately, while others are happy have their orders accumulate to be processed and dispatched, for example every fortnight or at the end of each month.
To help manage orders from customers with such requirements, the Customer can be set to default all orders (Sales Orders and Production Jobs) to a status of On Hold.
These orders can then be filtered for on the All Jobs or Sales Orders boards and be bulk updated to be processed all together.
Settings
There are three Customer-based settings relating to putting customer orders on hold.
For Sales Orders, the following setting controls the sales order status on creation.
For Jobs there are two settings
These were system settings that have been expanded to Customer settings.
The system setting will govern what status jobs go to after artwork is uploaded on Quote Acceptance.
By exposing the setting at the customer level, we can control the status the jobs go to for the individual customer.
If a job is accepted for a customer that is set to put all jobs on hold, and the Upload Artwork screen is skipped, then the job is created with the status of Awaiting Artwork.
Once this happens, this job will need to have artwork uploaded and the status manually set to ‘On Hold’ to add it to the customers other On Hold jobs.
The job status does not update if artwork is uploaded after the job was created.
If using automated Outsource Purchase creation and an Outsourced job is accepted for a customer that is set to put all jobs on hold, and the job has no pre-press operations, when the job is created, the Outsource Purchase Order will be created and sent to your supplier automatically.
The job is created with a status of ‘Outsourced’
How it works
From an end user’s experience perspective nothing changes.
The products are quoted like any products and on acceptance the usual prompts for artwork, if required are made.
Once the order is ‘Confirmed’ it will appear on the Orders Board as ‘On Hold’.
When a production job is placed On Hold, it is effectively locked down with very little access to make changes or progress it.
Please refer to our KB article ‘Lockdown On Hold Jobs’ for further details on the management of On Hold jobs and user accesses.
Sales Order Exception
An ‘On Hold’ status has been added to Sales Orders statuses:
This status does not lock the Sales Order down.
Products can still be picked, packed and dispatched.
Changing to or from On Hold does not automatically pick or unpick any product.
The All Jobs Board and the IQ Store Board both have filters for the On Hold Status.
The All Jobs Board also has a Customer Selector which will limit the returned ‘On Hold’ jobs on the board to the selected Customer:
When a job is On Hold, you cannot create a consignment from within the Dispatch tab as the job is locked down.
You can create a consignment for a job that is On Hold from the Dispatch Board.
The Create Consignment modal will present an orange warning banner, but it will allow the consignment to be created.
When there is more than one product in the delivery and one is On Hold, only the affected product is highlighted:
The IQ Store board does not have a Customer selector, but you can limit by searching for the Customer Code or Name along with the On Hold filter:
Selecting some or all the orders or jobs exposes the Action Bar.
In IQ Store when one or more order is selected, the Action Bar appears allowing some updates to be applied to sales orders in bulk:
Update Status allows changing the status in one go:
Invoice Selected:
will prompt for the status of the new Sales Orders – Draft or Approved:
This will create individual invoices per order:
Create Pick List will create a single consolidated picking list for the selected sales orders:
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