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Sales Invoice Task Status Setup (Pre-Pick Approval)

Distributor admin steps to add a Do Not Pick task status for sales invoices in Encompass, link it to the Sales Invoice objective and activities, and filter Delivery Optimizer. Needs Task Status edit. v25.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 25.01

Pre-Conditions

Pre Conditions

  • Permissions Needed: * Task Status: View/Edit permissions for the Task Status table.

    • Objectives: View/Edit permissions for the Objectives and Objective Status tables.

    • Activities: Permissions to modify Activity Objective records.

Steps

Steps / General Instructions

1. Create the New Task Status

  1. Navigate to the Task Status table using Universal Search.

  2. Click Add Task Status.

  3. Enter a clear Status Name (e.g., "Do Not Pick - Invoice NOT Complete" or "Pending Approval").

  4. Set the Status field to Assigned.

  5. Ensure Add to new Objectives is set to False (this prevents it from appearing on every objective type automatically).

  6. Click Add Record.

2. Link Status to the Sales Invoice Objective

  1. Navigate to the Objectives table and locate the Sales Invoice Objective.

  2. Scroll down to the Objective Status sub-table.

  3. Click Add Objective Status.

    • Tip: You can copy an existing "Completed" status record and simply update the Task Status field to your new status to retain existing logic.

  4. Select your newly created Task Status and Save.

3. Update EDI/Customer Activity

To ensure EDI invoices import with a specific status, you must update the associated Activity:

  1. Navigate to the Activities table.

  2. Locate the Activity used for your EDI Customer's presell stops.

  3. In the Objectives sub-table for that Activity, add or replace the Sales Invoice Objective record.

  4. Ensure the New Task Status for this link is set to the desired status (e.g., Completed or your new custom status).

4. Filtering in Delivery Optimizer

  1. Open the Delivery Optimizer.

  2. Under the Delivery Date section, locate the Task Status filter.

  3. Select the Completed status to view only those invoices confirmed by sales reps as ready for picking.

Fields And Definitions

Fields and Definitions

  • Task Status (Name): The label users will see when exiting a Sales Invoice.

  • Status (System): Usually set to Assigned for pending work or Completed for work ready for the next stage (Picking).

  • Objective Status: A sub-record that defines which Task Statuses are valid options for a specific type of work (e.g., Sales Invoices).

  • Activity Objective: Controls which objectives (and their starting statuses) are automatically generated when a stop is created or an order is imported.

Best Practices

Best Practices

  • Clear Naming: Use status names that are intuitive for Sales Reps, such as "Invoice In-Progress: Do Not Pick" vs "Invoice Complete."

  • Staged Rollout: Create the Task Status first, then train the Sales team before adding the Objective Status record that makes the option visible to them.

  • Optimizer Filters: Use the Task Status filter in Delivery Optimizer to prevent "In-Progress" invoices from being accidentally routed or loaded.

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