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Order status tracking helps you monitor orders through their lifecycle from creation to completion. WorkSuite Fulfill supports different status values for regular orders and master orders.

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Order Status Values

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Regular Order Statuses

Regular orders (purchase orders) can have the following statuses:
StatusDescriptionWhen Used
InitializedOrder has been created but not yet finalizedInitial state when creating a new order
OpenOrder is finalized and ready for processingAfter order details are confirmed
AcknowledgedOrder has been reviewed and acknowledgedWhen order is confirmed by sales/operations
SubmittedOrder has been submitted for fulfillmentReady for picking and packing
PickedItems have been picked from inventoryDuring fulfillment process
ShippedOrder has been shipped to customerAfter order leaves the facility
SynchronizedOrder data has been synchronized with external systemsAfter ERP or system integration
ClosedOrder is complete and finalizedFinal state for completed orders
CancelledOrder has been cancelledWhen order is cancelled before completion
DeletedOrder has been marked for deletionSoft-deleted orders

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Common Order Flow

A typical order follows this progression: 
Initialized → Open → Acknowledged → Submitted → Picked → Shipped → Synchronized → Closed
However, orders can be moved to Cancelled status from most states before shipping.

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Master Order Statuses

Master orders (standing/blanket orders for recurring deliveries) have a simpler status flow:
StatusDescription
OpenMaster order is active and can generate scheduled orders
AcknowledgedMaster order terms have been confirmed
SubmittedMaster order is submitted for ongoing fulfillment
ClosedMaster order is complete and no longer active

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Updating Order Status

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From the Order List

  1. Navigate to Orders in the main menu
  2. Locate the order you want to update
  3. Select the order(s) in the grid
  4. Click the status update button in the toolbar
  5. Choose the new status from the dropdown
  6. Confirm the status change
You can update the status of multiple orders at once (up to 100 orders) by selecting multiple rows in the grid.

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From the Order Detail View

  1. Open the specific order
  2. Find the status section in the order header
  3. Click the current status dropdown
  4. Select the new status
  5. The status will update immediately

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Status Restrictions

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Read-Only Orders

Orders in certain statuses become read-only and cannot be edited:
  • Initialized through Open - Orders can be edited freely
  • Acknowledged - Order becomes read-only (reviewed and confirmed)
  • Submitted - Order is read-only (submitted for fulfillment)
  • Picked - Order details are locked (items picked)
  • Shipped - Order details are locked after shipping
  • Synchronized - Orders synced with external systems cannot be modified
  • Closed - Completed orders are locked
  • Cancelled - Cancelled orders cannot be reopened
  • Deleted - Deleted orders are read-only
Once an order reaches Acknowledged status, it becomes read-only. If you need to modify an order in a read-only status, you may need to create a new order or contact your administrator for assistance.

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Status Transitions

Not all status transitions are allowed. For example:
  • You cannot move from Closed back to Open
  • You cannot move from Deleted to any other status
  • You should not skip statuses in the normal flow
Changing an order status may trigger inventory updates and integrations with external systems when the order reaches Synchronized status. Ensure you’re updating the status correctly.

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Viewing Invoice PDFs

Orders in certain statuses can have invoice PDFs generated:
  • Shipped - After order is shipped
  • Synchronized - After system synchronization
  • Submitted - For some tenants/configurations
To view an invoice PDF:
  1. Open the order detail view
  2. Look for the View Invoice PDF option (available for eligible orders)
  3. The PDF will display in a viewer within the application
  4. You can download the PDF if needed
PDF invoice viewing is only available for certain tenant configurations (e.g., SFG, BPF tenants). Not all orders will have PDF invoices available.

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Best Practices

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Regular Status Updates

  • Update order status promptly as orders progress
  • Don’t skip statuses unless absolutely necessary
  • Use Acknowledged to confirm order receipt
  • Mark orders as Picked before Shipped
  • Close orders only when fully complete

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Using Cancelled vs Deleted

  • Use Cancelled for orders that were started but need to be stopped
  • Cancelled orders remain in the system for reporting
  • Use Deleted sparingly and only when necessary
  • Deleted orders may not appear in all reports

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Master Order Management

  • Keep master orders in Open status while actively generating scheduled orders
  • Move to Acknowledged after confirming terms with customer
  • Close master orders only when the standing order period ends

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Bulk Status Updates

For high-volume operations, use bulk status updates:
  1. Filter the order list to show orders needing status updates
  2. Select multiple orders (use Shift+Click for range selection)
  3. Choose the bulk status update action
  4. Apply the new status to all selected orders
  5. Review the confirmation of successful updates
Bulk status updates can affect up to 100 orders at once. Double-check your selection before applying changes.

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Order Status and Inventory

Status changes can affect inventory:
  • Submitted → Picked: May reserve inventory
  • Picked → Shipped: Finalizes inventory allocation
  • Cancelled: May release reserved inventory back to available stock
Always verify inventory levels when updating order statuses, especially for orders with allocated items.

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Next Steps