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I just wanted to get an idea of how other people used orders and invoices in CRM.
At my organisation people kind of treat them as the same thing. An order is raised when someone is buying something from us and for 80% of those orders we raise an invoice to post to them. For the other 20% they have already paid via another system so no invoice is required.
Now technically, the order represents someone agreeing to buy a service from us and the status reasons can say when we fulfil this order. The invoice is regarding the payment of this service. You could change the status of an order to fulfilled months before the associated invoice is changed to fully paid.
In my system when an invoice is paid we would want the status to change to fully paid but there is a requirement to change the status of the associated order from invoiced to fulfilled. Is that how others would do this?
The default status and status reasons for an order don't seem correct. I could have an order that is invoiced AND fulfilled but I need to choose one.
Can people explain what their definitions of order and invoice are and the route through the status/status reasons they take and which reasons trigger changes to other statuses.
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Fulfilled order is when your order is delivered.
Invoice paid does not necessarily means order is delivered.
All these statuses depends a lot on your company policies for e.g. if you have a policy which says order will not be dispatched until invoice is partially paid or fully paid.
The status reason you are talking about are not in CRM 2016, so i m guessing you are using an older version of CRM.
I hope I have made myself clear, let me know if you still have some confusion.
As you know there are 5 main statuses for Sales Orders "1-Active, 2-Submitted, 3-Cancelled, 4-Fulfilled and 5-Invoiced".
The flow is like this,
from 1 to either 2, 3, 4, 5 (2 using WF & 5 related Invoice)
from 2 to either 3, 4, 5 (2, 3 using WF & 5 related Invoice)
from 3 to none
from 4 to either 3, 5 (5 using related Invoice)
from 5 to 3 (using WF)
After creating a SO (Active) you can submit to ERP or Back Office for processing (Submitted) and you have the option to cancel due to reasons (Cancelled) and when you deliver the products/services (Fulfilled) and finally when the invoice is paid by customer (Invoiced).
Suppose if the SO is for delivering a services to the customer and the total SO value is paid on milestone basis (30% advance, remaining on delivery) then 2 invoices will be generated. When you mark the first invoice paid, system will mark the SO as Invoiced (which is wrong system behaviour for this scenario).
Solution 1: Add a status reason value in the Invoice entity called "Paid" dont press the invoice paid button (hide using ribbonworkbench). Once all the invoices are paid then using WF mark all the invoices as paid, which will change the SO as Invoiced.
You can have the SO status as Fulfilled anytime as you can still transit to Invoiced status.
Solution 2: Custom Pluggin Development
Hi,
You will have to add new option called Fulfilled in Status Reason field for status "Invoiced".
In CRM, any entity has 2 fields as Status and Status Reason. Status field cannot be customized, but status reason field can be customized (add/remove options). Status and Status Reason fields always work together. Hence, for each status value there is always minimum 1 status reason value present per option. You can check default values for system entities in below link:
[View:https://technet.microsoft.com/en-us/library/dn531157.aspx:750:50]
So, for Invoiced status, the corresponding status reason value is "Invoiced". Hence when user clicks on Create Invoice button from order entity, the order status is changed to Invoiced. Now, if you want to allow users to select values either from Invoiced/Fulfilled, then you will have to add Fulfilled option for Invoiced status. You can do so by following below steps:
1. Go to settings > Customizations > Customize the system.
2. From left nav, expand Entities > Order > Fields.
3. Locate Status Reason field and open the same.
4. Change Status to Invoiced and click on Add
5. Add option as "Fulfilled".
6. Save & Close
7. Publish the customizations.
That's it.
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