The documents and their statuses
Every document a deal moves through, and what each status means.
Every deal moves through these documents. Each carries a status; the tables say what every status means.
The documents
| Document | What it is |
|---|---|
| Sourcing Request | The client’s request: product, quantity, target price, terms |
| Request for Quotation | Your price request to the factories |
| Supplier Quotation (factory quote) | A factory’s prices, entered on the request |
| Costing Sheet | The deal’s maths: factory cost, your earnings, the client’s price |
| Quotation | The offer the client approves on the portal |
| Sales Order (client order) | The client’s confirmed order with you |
| Purchase Order (factory order) | Your order to the factory |
| Sales Invoice | The bill to the client; before payment it prints as a proforma invoice |
| Earnings (Sourcing Commission Entry) | What your agency earns on an order, one row per part |
| Sourcing Settings | How your agency earns: the models, the defaults, the Service Fee item |
The request’s status
A Sourcing Request moves only forward. The documents move it: submitting a request for quotation sets Sourcing, submitting a quotation sets Quoted, submitting the client order sets Won.
| Status | Means |
|---|---|
| New | Created; the factories have not been asked yet |
| Sourcing | A request for quotation is out to the factories |
| Quoted | A quotation has gone to the client |
| Won | The client order is submitted |
| Lost | You ended the deal by hand; Lost Reason says why. Only an order brings it back |
The costing sheet’s status
| Status | Means |
|---|---|
| Draft | Being worked on |
| Sent | The quotation for it was submitted |
| Accepted | The client order was submitted |
| Lost | The deal did not happen |
Earnings status
| Status | Means |
|---|---|
| Expected | The order is submitted; nothing invoiced yet |
| Invoiced | The invoice is submitted |
| Received | The invoice is paid (Paid for a partner payout) |
| Cancelled | The client order was cancelled |
Milestones on the factory order
The factory order’s Terms tab tracks production: Sample approved, Production start, Production end, Inspection, Ready — each Planned, Done or Delayed, with planned and actual dates. Tick Visible to Client to show a milestone on the portal.
The client’s decision
A submitted quotation waits on the portal for the buyer’s decision: approved or rejected, saved under Client Decision with the buyer’s name, the date and their note. See Clients approve quotations.
Related pages
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How a deal moves
The steps of a sourcing deal, from the client's request to your earnings, and where each one happens.
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Follow your earnings
See what each order earns you, and follow each amount from expected to invoiced to received.
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Clients approve quotations
The buyer approves or rejects your quotation in the portal; you are notified and the decision is saved.
