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Transaction Workflow

Transactions follow a structured workflow from creation to completion. Understanding this workflow helps you manage orders efficiently and keep your supply chain running smoothly.

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Workflow Overview

All transactions follow a similar lifecycle: 
Creation → Draft → Submit → In Progress → Complete
                      ↓
                   Cancel

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Workflow Stages

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Stage 1: Creation

What Happens:
  • Transaction is initiated
  • Basic information entered
  • Line items added
Sources:
SourceDescription
ManualUser creates from scratch
Supply PlanConvert from recommendation
CopyDuplicate existing transaction

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Stage 2: Draft

What Happens:
  • Transaction saved but not active
  • Can be freely edited
  • No inventory impact
  • No external communication
Available Actions:
  • Edit all fields
  • Add/remove line items
  • Change supplier/warehouse
  • Submit
  • Delete

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Stage 3: Submission

What Happens:
  • Validation runs
  • Status changes to “In Progress”
  • Inventory effects begin
  • Workflow steps created
Validation Checks:
CheckFailure Action
Required fieldsBlock submission
Quantity validationShow error
Availability (transfers)Block submission
Component availability (production)Block or warn

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Stage 4: In Progress

What Happens:
  • Transaction is active
  • Steps are tracked
  • Inventory committed/reserved
  • Documents can be added
Status Updates:
ActionTrigger
Step completionManual update
Partial receiptReceiving action
IssuesNotes and flags

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Stage 5: Completion

What Happens:
  • Final receiving/confirmation
  • Inventory fully updated
  • Transaction becomes read-only
  • Historical record created
Completion Types:
TypeDescription
FullAll items received/completed
PartialSome items, closed as complete
CancelledOrder terminated

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Workflow by Transaction Type

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Purchase Order Workflow

Draft
  ↓
Submitted (Order Placed)
  ↓
Supplier Confirmed
  ↓
In Production (if applicable)
  ↓
Ready to Ship
  ↓
Shipped
  ↓
In Transit
  ↓
Delivered
  ↓
Received
  ↓
Completed

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PO-Specific Steps

StepDescriptionInventory Impact
Order PlacedPO sent to supplierNone
ConfirmedSupplier acknowledgesNone
ShippedLeft supplierNone
ReceivedArrived at warehouseInventory added

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Transfer Order Workflow

Draft
  ↓
Submitted
  ↓
Pick Started
  ↓
Picked
  ↓
Shipped
  ↓
In Transit
  ↓
Delivered
  ↓
Received
  ↓
Completed

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Transfer-Specific Steps

StepDescriptionInventory Impact
SubmittedTransfer initiatedSource: Committed
PickedItems collectedSource: Ready to ship
ShippedLeft sourceSource: Deducted
ReceivedArrived at destinationDestination: Added

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Production Order Workflow

Draft
  ↓
Submitted
  ↓
Materials Allocated
  ↓
Materials Consumed
  ↓
In Production
  ↓
Quality Check
  ↓
Completed

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Production-Specific Steps

StepDescriptionInventory Impact
SubmittedOrder approvedNone
AllocatedComponents reservedComponents: Reserved
ConsumedProduction startedComponents: Deducted
CompletedProduction finishedFinished goods: Added

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Step Management

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Updating Steps

1

Navigate to Transaction

Open the transaction detail view
2

Go to Steps Tab

Click on the Steps tab
3

Find Current Step

Locate the next pending step
4

Mark Complete

Click to complete the step:
  • Enter completion date/time
  • Add notes if needed
  • Attach documents if relevant
5

Save

Step is recorded, next step activates

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Step Details

Each step can include:
FieldDescription
Completion DateWhen step was completed
Completed ByUser who updated
NotesAdditional information
DocumentsAttached files

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Skipping Steps

Some workflows allow skipping steps:
  • Steps can be skipped if not applicable
  • Provide reason when skipping
  • Affects lead time calculations
Skipping steps may impact reporting accuracy. Only skip when legitimately not applicable.

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Handling Issues

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Delays

When steps take longer than expected:
  1. Add notes explaining delay
  2. Update expected completion dates
  3. Communicate with stakeholders
  4. Consider impact on inventory

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Partial Fulfillment

When not all quantities are received:
OptionWhen to Use
WaitMore expected to arrive
BackorderOrder remainder separately
Close ShortAccept partial, close transaction

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Cancellation

To cancel a transaction:
1

Review Impact

Understand what will be reversed
2

Initiate Cancel

Click Cancel from transaction actions
3

Provide Reason

Document why cancellation is necessary
4

Confirm

System reverses inventory effects
What Gets Reversed:
  • Committed inventory released
  • Reserved components freed
  • Incoming inventory removed

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Inventory Effects by Stage

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Purchase Orders

StageInventory Effect
DraftNone
SubmittedNone (or “On Order” view)
In TransitShows as incoming
ReceivedAdded to sellable

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Transfers

StageSourceDestination
DraftNoneNone
SubmittedCommittedNone
ShippedDeductedIn Transit
Received-Added

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Production

StageComponentsFinished Goods
DraftNoneNone
AllocatedReservedNone
ConsumedDeductedNone
Completed-Added

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Best Practices

Keep workflow current:
  • Update as events happen
  • Don’t batch updates
  • Accuracy helps planning
When problems occur:
  • Add notes immediately
  • Attach evidence if available
  • Flag for follow-up
Don’t leave transactions hanging:
  • Complete when done
  • Close partial as needed
  • Cancel if not proceeding
Steps create visibility:
  • Team sees progress
  • Reduces status inquiries
  • Provides audit trail

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Workflow Reporting

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Lead Time Analysis

Track actual vs. expected:
  • Step durations
  • Total order time
  • Supplier performance
  • Transit times

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Bottleneck Identification

Find where delays occur:
  • Which steps take longest?
  • Which suppliers are slow?
  • Which warehouses are slow to receive?

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Next Steps

Transaction Details

Navigate detail pages

Creating Transactions

Create new transactions

Supply Plan

Manage replenishment orders

Inventory Dashboard

Monitor inventory impact