Every item moves through three statuses:
- New — logged, but not bought yet.
- Purchased — bought and waiting to be installed or delivered. The Next Service column tells the tech which visit it is needed for.
- Done — installed or delivered. This is the status that can trigger invoicing.
Change a status with the Mark as: bar (see Bulk Actions in 14.2), from More Actions in the item’s details (see 14.4), or from the mobile app (see 14.7). On the web, only the Mark as: bar can move an item back to New.
What happens on Done
What happens when a client item is marked Done depends on the Item Invoicing (When Done) setting on the Configure tab:
- Do nothing — the item simply shows as Done. Invoice it whenever you like with Invoice Now… or Link Existing Invoice.
- Create a new invoice — PSS creates a new invoice for the client containing the item, with the subject Invoice for shopping item, using your invoicing default values for due date and tax (Section 6).
- Add to a draft invoice — PSS adds the item as a line on the client’s most recent draft invoice. If there is no draft but the client has a Recurring Invoice template, PSS holds the item (the Invoice column reads In Process…) and adds it when that recurring invoice is next generated. If there is neither a draft nor a template, it creates a new invoice.
Once invoiced, the Invoice column shows the invoice number and status. Automatic invoicing is skipped for company items, for items with a zero amount, for items already on an invoice, and for items you have previously unlinked from an invoice.
You do not have to wait for Done: Invoice Now… is available on any client item at any status, from the table row or from More Actions. It always creates a brand-new invoice for the item.
Inventory
If the item is linked to a catalog item that has Track Inventory turned on (Section 12), the Shopping List keeps the inventory count in step:
- Marking an item Purchased adds its quantity to the catalog item’s inventory — the part is now in your stock.
- Marking a client item Done subtracts its quantity again — the part has left your stock for the client’s property. Company items are not subtracted: the stock stays with your company.
- Deleting a Purchased item, or changing the quantity of one, adjusts the count accordingly.
Catalog items with Track Inventory off are never affected. The same count is also reduced by visit and job items — see Section 12 for the full picture.