Orders · Status Workflow Manager
The rep is putting the order together. Nothing is reserved yet.
Moves on when the rep sends it to the client
Tells nobody
Sent to the client to sign, or to pay the deposit.
Moves on when the client signs or the deposit lands
The client approves
Tells the client and the rep
The client said yes. The exact slabs are reserved for this order.
Moves on when the money checks pass
Tells the client and the rep
The money checks have passed. Stone may now be loaded, booked or picked.
Moves on when the first delivery starts
On its own, or by hand with the Approve Release permission
Tells the rep and the yard
The stone is being prepared or is on its way. Each delivery follows its own path.
Moves on when every delivery is done
Each delivery tells the client
The client has all the stone, or the documents to collect it.
Moves on when it is paid in full and no claim is open
Tells the client and accounting
Delivered, paid and nothing left open. The order is finished.
Arrow: the next step Solid curve over the cards: skips ahead Dashed curve under them: goes back Point at a step to light up where it can go
Can leave the road at any step
Called off with a reason. The slabs go back to stock and the record is kept.
Needs the Cancel Orders permission once slabs are reserved
A deadline passed. The rep and managers are alerted; nothing is released until someone acts.
Only a person extends, revives or cancels it
While the order is In Fulfilment, each delivery walks its own path
Money sits beside the status, and stops the road in one place. Paid and Invoiced are readings on every order, so an order paid before delivery simply passes Fulfilled on its way to Closed. The money checks (deposit, credit limit, margin) are what Approved for Release waits for, and the order says which one it is waiting on.
Solid arrow: moves ahead Dashed: goes back Red dotted: side exit Point at a box to light up where it can go · click it to read it in full
| Status | Behaves Like | Allowed Moves | Waits For | Notify | ||
|---|---|---|---|---|---|---|
| #1 | System state Draft · Not shown to the client |
Draft | Awaiting ApprovalConfirmedCancelledMoved by hand · from a quote, lines and reserved slabs carry over · straight to Confirmed for a counter sale or a trade account | No gateNothing is reserved yet | Nobody | |
| #2 | System state Confirmed, awaiting · Client sees Awaiting Your Approval |
Awaiting Approval | ConfirmedDraft (Back)ExpiredCancelledAdvances when the client signs or the deposit lands · back to Draft when the client asks for changes | Client approval · e-sign or depositApprover per order: the client, or the designer under arrangement B · No answer in 7 days sets Expired | Client · RepApproval link to the Client Order Page · reminder after 3 days | |
| #3 | System state Reserved · Client sees Confirmed |
Confirmed | Approved for ReleaseAwaiting Approval (Back)CancelledReserves the exact slabs · Order Confirmation sent · back to Awaiting Approval when the client asks for a change, with the Move Orders Back permission and a reason | No gateThe client's yes is the way in · the money checks come next | Client · RepOrder Confirmation PDF | |
| #4 | System state Released · Client sees Preparing Your Order |
Approved for Release | In FulfilmentCancelledNo delivery can start before it · Pick Ticket or Proforma issued | Checks · deposit by client type, under the credit limit, margin at least 18%Distributor 30% by wire · Fabricator 50% · Contractor 30% · Homeowner paid in full · trade accounts on terms none · by hand needs the Approve Release permission, with a reason | Rep · YardCleared to load, book or pick | |
| #5 | System state In Fulfilment · Client sees On Its Way |
In Fulfilment | FulfilledExpiredCancelledSet when the first delivery starts, only once the order is Approved for Release · each delivery walks its own path | No gateEach delivery carries its own checks | ClientEach delivery's own notices | |
| #6 | System state Delivered · Client sees Delivered |
Fulfilled | ClosedIn Fulfilment (Back)Set when every delivery is Documents Released, Delivered or Collected | Checks · every delivery doneBack to In Fulfilment needs the Move Orders Back permission, with a reason | Client · AccountingInvoice sent by rule | |
| #7 | System state Closed · Client sees Complete |
Closed | No further movesLocks against edits 30 days after closing | Checks · paid in full, no open claim | Nobody | |
| #8 | Side exit · System state Cancelled · Client sees Cancelled |
Cancelled | No further movesFrees the slabs · nothing is hard-deleted | Reason required · Cancel Orders permission once slabs are reserved | Client · Rep · Managers | |
| #9 | Side exit · Protected state Expired · Client sees Approval Window Passed |
Expired | Awaiting ApprovalExtendCancelledOnly a user extends, revives or cancels · ORD-2026-0044 is here now | Sets the status and alerts the rep and managers; nothing is released.Fixed on every path · slabs stay held | Rep · ManagersAlways on |
What the order does on its own, and what it waits for a person to do. Timers flag and alert; none of them releases a slab or cancels an order.
Every move and every rule run is written on the order's Activity tab with who or which rule caused it, when, and from which status to which.
Slabs from the order are assigned to this container and the freight is booked.
Moves on when the buyer approves the booking
The buyer approves
Tells the buyer
The yard is loading the container at the shipping location.
Moves on when the yard lead marks it loaded
Under 60% needs the Approve Short Load permission
Tells nobody
Sealed and photographed. The packing list and invoice are issued and held.
Moves on when the carrier reports it departed
Tells the client and the rep
At sea. The client has the vessel, the ETA and the tracking link.
Moves on when the carrier reports it arrived
Tells the client
At the destination port. The documents wait for the balance.
Moves on when the balance is paid
Early release needs the Release Documents Early permission
Tells the client and the rep
The originals go to the buyer, who can now collect the container.
Tells the client and accounting
Arrow: the next step Dashed curve under the cards: goes back Point at a step to light up where it can go
Can leave the road at any step
This container is called off with a reason. Its slabs stay reserved on the order.
Needs the Cancel Orders permission
The balance is still unpaid 10 days after arrival. The documents stay held.
Only a person extends or cancels it
The container belongs to its order. While it travels the order reads In Fulfilment; when this and every other delivery on the order is done, the order moves to Fulfilled. A buyer on Vava sees Loaded, On Water, Arrived and Documents Released on their own purchase order.
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Caribbean Surfaces is on Vava. Loaded, On Water, Arrived and Documents Released cross the link onto their purchase order and arrival; their booking approval, receipt and claim come back onto the order here. Nothing is re-keyed on either side.
| Status | Behaves Like | Allowed Moves | Waits For | Notify | ||
|---|---|---|---|---|---|---|
| #1 | System state In Fulfilment · Client sees Being Prepared |
Allocated | LoadingCancelledPer delivery · starts once the order is Confirmed · slabs may still be at sea | Buyer approves the freight bookingForwarder, destination and loading date on the Client Order Page · A linked tenant answers from its own Vava side | BuyerBooking sent for approval | |
| #2 | System state In Fulfilment · Client sees Being Prepared |
Loading | LoadedYard lead at the shipping location | Checks · at least 60% by weightStarts only once the order is Approved for Release · a lighter load needs the Approve Short Load permission | Nobody | |
| #3 | System state Shipped · Client sees Loaded |
Loaded | On WaterLoading (Back)Packing List and Commercial Invoice issued and held | Checks · container and seal numbers, one loading photoA refused move says which check failed | Client · RepPhotos, container and seal | |
| #4 | System state Shipped · Client sees Sailed |
On Water | ArrivedExpiredAdvances on the carrier's Departed event | No gateETA passed by 3 days with no arrival event flags the delivery | ClientVessel, ETA, B/L and the tracking link | |
| #5 | System state Shipped · Client sees Arrived at Port |
Arrived | Documents ReleasedExpiredAdvances on the carrier's Arrived event | No gateBalance unpaid 10 days after arrival sets Expired · documents stay held | Client · RepArrival notice | |
| #6 | System state Delivered · Client sees Documents Released |
Documents Released | No further movesOriginals sent to the buyer · the order moves to Fulfilled when every delivery is done | Checks · balance receivedFull balance · per-client override · early release needs the Release Documents Early permission | Client · AccountingDocument set by email | |
| #7 | Side exit · System state Cancelled · Client sees Cancelled |
Cancelled | No further movesThis container is called off · its slabs stay reserved on the order · nothing is hard-deleted | Reason required · Cancel Orders permission | Client · Rep · Managers | |
| #8 | Side exit · Protected state Expired · Client sees Documents Held |
Expired | Arrived (Back)ExtendCancelledBalance unpaid 10 days after Arrived · only a user extends or cancels | Sets the status and alerts the rep and managers; nothing is released.Fixed on every path · slabs stay held | Rep · ManagersAlways on |
What a container does on its own, and what it waits for a person to do. Timers flag and alert; none of them releases a slab or cancels an order.
Every move and every rule run is written on the order's Activity tab with who or which rule caused it, when, and from which status to which.
Pickup
A slot is booked and the release code is sent to the client.
Moves on when the client collects and signs
Tells the client · reminder on day 5
Code, ID and signature checked. The stone has left the yard.
Tells the client
Truck
Booked on a Deliveries run, with a delivery window.
Moves on when the truck leaves
Tells the client the window
On the truck, with an ETA from the run.
Moves on when proof of delivery comes back
Tells the client the ETA
The signed Delivery Note is filed.
Tells the client and accounting
Arrow: the next step Dashed curve under the cards: goes back Point at a step to light up where it can go
Can leave the road at any step
This delivery is called off with a reason. Its slabs stay reserved on the order.
Needs the Cancel Orders permission
Not collected 7 days after Ready for Pickup. The slabs stay held.
Only a person extends or cancels it
One order, deliveries on both roads. ORD-2026-0040 has seven slabs on the Oct 7 truck and two collected at the counter; the order stays In Fulfilment until every one of its deliveries is Delivered or Collected, then moves to Fulfilled.
Solid arrow: moves ahead Dashed: goes back Red dotted: side exit Point at a box to light up where it can go · click it to read it in full
The mode is set per delivery, so the branch is too. ORD-2026-0040 has seven slabs on the Oct 7 truck and two collected at the counter: its deliveries sit on both branches and the order stays In Fulfilment until every one of them is Delivered or Collected. Truck runs are planned in Deliveries; this path only records the status each run reports back.
| Status | Behaves Like | Allowed Moves | Waits For | Notify | ||
|---|---|---|---|---|---|---|
| #1 | System state In Fulfilment · Client sees Ready to Collect |
Ready for Pickup | CollectedExpiredPartial collection keeps the rest Ready | Checks · slot booked, release code issuedUncollected for 7 days sets Expired · slabs stay held | Client · RepReady email with the release code · reminder on day 5 | |
| #2 | System state In Fulfilment · Client sees Delivery Booked |
Scheduled | Out for DeliveryCancelledAdvances when Deliveries plans the run | No gateOnly once the order is Approved for Release | ClientDelivery window | |
| #3 | System state In Fulfilment · Client sees On Its Way |
Out for Delivery | DeliveredScheduled (Back)Advances from the run in Deliveries · back to Scheduled when the truck could not deliver | No gate | ClientETA from the run | |
| #4 | System state Delivered · Client sees Delivered |
Delivered | No further movesDelivery Note filed · the order moves to Fulfilled when every delivery is done | Checks · proof of delivery attachedFrom the run, or by hand | Client · AccountingSigned Delivery Note | |
| #5 | System state Delivered · Client sees Collected |
Collected | No further movesReceipt for a counter sale · the order moves to Fulfilled when every delivery is done | Checks · release code or QR, ID, signatureCounter payment allowed for homeowners | ClientPickup Release PDF | |
| #6 | Side exit · System state Cancelled · Client sees Cancelled |
Cancelled | No further movesThis delivery is called off · its slabs stay reserved on the order · nothing is hard-deleted | Reason required · Cancel Orders permission | Client · Rep · Managers | |
| #7 | Side exit · Protected state Expired · Client sees Collection Window Passed |
Expired | Ready for Pickup (Back)ExtendCancelledUncollected 7 days after Ready for Pickup · only a user extends or cancels | Sets the status and alerts the rep and managers; nothing is released.Fixed on every path · slabs stay held | Rep · ManagersAlways on |
Timers flag and alert; none of them releases a slab or cancels an order.
When a payment is recorded, if it pays a deposit and the order is Awaiting Approval, then move the order to Confirmed and reserve the exact slabs, move it on to Approved for Release when every check passes, print the pick ticket and tell the rep.
When a payment is recorded, if it clears a container's balance, then move the container to Documents Released, email the client the documents and tell accounting.
Every hour, if a deposit, approval or pickup deadline is less than a day away, then remind the rep and flag the order. It never releases or cancels anything.
When the carrier reports a container departed, then move it to On Water and email the client the vessel, ETA, bill of lading and tracking link.
When a delivery is Delivered or Collected, if it was not invoiced by hand and the client is not a distributor, then create the invoice and send it with the pay link. A counter sale paid in full gets a receipt instead.
When a return is inspected, if it is OK and the slab is uncut or the boxes unopened, then issue the credit note less 15% restocking, restock it and tell the client.
At most actions per order per event, so two rules cannot chase each other. Schedules run in the location's time zone. Payment, status and claim events from a linked tenant fire these rules the same as your own.
| Button | Shown On | Runs | Permission |
|---|---|---|---|
| Release Documents | Order pageDelivery pagecontainer | Balance Received, Release the Documents · or early, with the Release Documents Early permission | Release Documents Early |
| Ready for Pickup | Order pageRegister, checked rowslocal | Move to Ready for Pickup · issue the release code · email the client | Set Delivery Status |
| Send to Loading | Delivery pagecontainer | Move the delivery to Loading · print the Load Plan · tell the yard lead | Set Delivery Status |
| When | Rule | Order | What It Did | Result |
|---|---|---|---|---|
| Oct 3 08:00 | 24 Hours Before a Deadline, Remind the Rep | ORD-2026-0042Harbor Point Builders |
Deposit due Oct 4 · reminded D. Torres · flagged on Orders | Ran |
| Sep 30 16:02 | Balance Received, Release the Documents | ORD-2026-0036Caribbean Surfaces |
$103,747 wire · SHP-0036-1 to Documents Released · document set emailed · crossed the link | Ran |
| Sep 30 11:20 | Delivered or Collected, Send the Invoice | ORD-2026-0040Elite Kitchens |
2 of 9 pieces collected · order still Partially Fulfilled · waits for the truck | Skipped |
| Sep 29 09:14 | Deposit Received, Confirm and Reserve | ORD-2026-0034Island Stone Distributors |
$173,294 wire · Confirmed · 103 slabs reserved across Miami and Orlando · E. Costa told | Ran |
| Sep 27 11:48 | Delivered or Collected, Send the Invoice | ORD-2026-0047Henderson Residence |
Counter sale · 40 boxes collected · paid in cash · receipt INV-2026-0120 issued instead of an invoice | Ran |