8 Change the status and read the history
A new customer is a Lead. You move it forward as the relationship grows. Some changes also happen automatically when orders and invoices are saved.
Change the status
Access needed: The customer's side panel and a visible pencil beside the status.
- Open Customer DB and click the customer's row.
- Click the pencil beside the status label. The window UPDATE STATUS - CUSTOMER opens.
- Choose a new value in SELECT STATUS. You must pick one, even if the box looks empty.
- Type the REASON FOR CHANGE.
- Click Update Status.
Result: The message "Customer status changed successfully" appears. The list and side panel refresh.
[image: Screenshot 17: The pencil beside the status changes it. The clock beside it opens the history.]
[image: Screenshot 18: The Update Status window]
Who can change what: While a customer is still a Lead, you can move it to Onboarding - In Progress, Lead - Manufacturer, Lead - Generic Drug and Supplement, Lead - Future prospect or Closed - Not relevant. After a customer is Onboarding, Active, In-Active or Closed, the pencil disappears. Only the designated main administrator account can change it from then on. This is one specific account, not every administrator.
There is no button to delete a customer. Use a status instead.
What each status means
| Status | Meaning or what sets it |
|---|---|
| Lead | A new customer. |
| Lead - In Progress | A lead being worked on. |
| Lead - Manufacturer, Lead - Generic Drug and Supplement, Lead - Future prospect | Leads grouped by type or timing. |
| Onboarding - In Progress | Setup is under way. Set automatically when the first sales order is saved for a Lead. |
| Onboarding - Complete | Setup is finished. Set by the main administrator. |
| Active | A trading customer. Set automatically when the first sales invoice is saved. A new sales invoice also reactivates an In-Active customer. |
| In-Active | Not trading. Set automatically when a new order is saved for an Active customer with no sales invoice for 3 months or by the main administrator. |
| Closed - Black Listed | Do not trade with this customer. |
| Closed - Not relevant | A lead that did not go ahead. |
Note: An In-Active or Closed customer can still be picked on a new sales document. Check the status yourself and follow your company's trading rules.
Read the status history
- Open the customer's side panel.
- Click the clock beside the status. You can also click VIEW STATUS HISTORY in the status window.
- Read the date, old status, new status, note and user. Manual and automatic changes are both listed.
[image: Screenshot 19: The status history list]
Note: For the first-order change, the note can say "Onboarding - Complete" while the status is really Onboarding - In Progress. Trust the status value.