Status

The status of a document instance determines when and where it can be used by other documents in the system. Status allow for instances to be used normally throughout the system, archived, or put in a pending state so that only certain features can be performed with the document until it reaches the final state.

Most maintenance type documents includes a Status field. The Status field is typically the last available field in the General area of a document. Status may also at times be needed in lower-level (child) documents as well as the parent-level documents.

Status Values

There are five status values available in the system:.

• Active: This status is the default value for all documents except for Company. It allows the document to be used at any time in the system.
• Pending Active: This status is used when you set up a new item that should not yet be charged.
• Pending Inactive: This status is used so that adjustments, usually for billing, can be completed against items that are no longer active.
• Inactive: This status is used for document instances that are no longer used.
• Ignore: This status is used when the document instance should be ignored in the system. It is used when the instance should not have been created but cannot be deleted because of referential integrity or it is part of a historical value that needs to be retained.

The type of document determines what statuses are available, and all documents except for Company will default to an Active status. Company will default to the Pending Active status until all mandatory fields have been completed.

All Status values are not used for all documents. Documents not used for input (most) will only use Active, Inactive, and Ignore. Please note that Project only uses the basic three since it contains input controls that allow for finer transaction control.

Those three plus Pending Inactive are used for Activity Type, Employee Class, and Hours Type.

All five status values are used for Account, Client, Company, Employee, Organization, and Vendor.

Status Usage

While the status of a document instance controls availability in the system, it also controls when document maintenance, input, and transfers are allowed. For example, if a project instance is in the Ignore status, you cannot edit the project or use it for input or transfers.

Status	Allow Maintenance?	Allow Input?	Allow Transfers?
Pending Active	Yes	No	No
Active	Yes	Yes	Yes
Pending Inactive	No	No	Yes
Inactive	No	No	No
Ignore	No	No	No