An order line state is a custom status label you can assign to a single line in a sales order. It lets you mark that a specific item or service on the order has a particular status — for example that it is awaiting a spare part, is paused or is otherwise not ready for invoicing.
The states are managed centrally on this setup screen and can then be used directly on order lines in sales orders.
Open Financial and go to Setup in the navigation menu on the left. Select the menu item Order line states.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The overview shows all created order line states in a table with the columns Display name, System name and Blocking. In the Blocking column, a check is shown for the states marked as blocking.
You can double-click a row in the list to open the edit view directly.
Create creates a new order line state. The button is always available.
Edit opens the selected state for editing. The button is only active when a row is selected in the list.
Delete deletes the selected state. The button is only active when a row is selected. Deletion is rejected by the system if the state is currently in use on one or more order lines — in that case you must first remove the state from the relevant order lines before you can delete the definition.
Help (the question mark button) opens this help article and is available both on the lists and in the edit view.
When you create or edit a state, an edit view opens with the fields below.
Save and close saves the changes and closes the edit view. The button is always available in the edit view.
Cancel / Close rejects changes and closes the edit view. The button is named Cancel when creating a new state and Close when editing an existing one.
System name: A unique technical name for internal identification of the state. The system name can only be filled in when creating — after the state is saved, the field cannot be changed. Use a short, descriptive name without spaces, for example `AWAITING_PART`.
Display name: The name shown to users on order lines and in lists. The display name can always be edited after creation. Example: "Awaiting spare part".
Blocking: Checkbox. Marks that an order line with this state actively prevents two things: (1) the order does not reach the "Ready" status in the readiness view — an order with at least one blocking line is not considered ready for dispatch; (2) the specific order line cannot be invoiced as long as the state is active.
Block invoicing: Checkbox. Hides the order from the invoicing queue as long as a line on the order has this state assigned. The order does not appear on the invoicing list in Financial, which prevents accidental invoicing of orders that still have unresolved lines.
Partial invoicing: Checkbox (shown as "Partial invoicing" in the user interface). Controls whether it is possible to partially invoice an order line that has this state. If the field is checked, the line can be included in a partial invoice; if it is not checked, partial invoicing is blocked for lines with this state.
Order line states are used in Sapera in four ways:
On order lines in sales orders — In the sales order view you can set and change the state directly on the individual line via an autocomplete dropdown in the "State" column. The column is only shown if the setting Show state column is enabled under the sales order setup in Financial. Contact your administrator if the column is not visible.
As a default state on a product — In the financial product configuration (the product's setup in Financial) you can specify a default order line state. The state is automatically set on new order lines created with that product, thereby ensuring consistent handling of certain item types.
In the invoicing queue — Orders where at least one line has a state with Block invoicing enabled are automatically filtered out of the invoicing list. This way you avoid invoicing an order while there are still lines with an unresolved status.
In the readiness view — An order is not considered "Ready" for dispatch if it contains at least one line with a state where Blocking is enabled. This is reflected in the readiness status, so employees can see that the order is not yet ready for dispatch. A blocking state also prevents direct invoicing of that line.
You can create a state with the display name "Awaiting spare part", where Blocking and Block invoicing are checked. If this state is set on an order line, the order will not appear in the invoicing queue and will not reach the readiness status "Ready" until the state is removed from the line again.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Order line states
This article covers how sales order line states are used to control the status and invoicing of order lines in Sapera
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