008 — The Sales Order Lifecycle¶

Every piece of business moves through the same set of stages. Knowing which stage a record is in tells you two things immediately: who has to act next, and what can still be changed.

The Full Journey¶

stateDiagram-v2
    [*] --> Draft_Request: you create a draft request

    Draft_Request --> RFQ_Submitted: you submit it

    RFQ_Submitted --> RFQ_Revised: you revise it
    RFQ_Revised --> RFQ_Submitted: you resubmit

    RFQ_Submitted --> Quotation_Issued: Account Manager sends the quotation
    RFQ_Revised --> Quotation_Issued

    RFQ_Submitted --> Rejected: request refused
    RFQ_Revised --> Rejected

    Quotation_Issued --> PO_Submitted: you upload your Purchase Order
    Quotation_Issued --> RFQ_Revised: you change and resubmit
    Quotation_Issued --> Cancelled

    PO_Submitted --> Processing: Account Manager confirms
    PO_Submitted --> Cancelled

    Processing --> Delivered
    Processing --> Cancelled

    Rejected --> [*]
    Cancelled --> [*]
    Delivered --> [*]

Stage Reference¶

Stage	What it means in business terms	Who acts next	Where you find it
Draft Request	A draft request being built. Nothing has been asked of SAMTIA	You	Draft Requests
RFQ Submitted	A formal request for a price	Account Manager	RFQs
RFQ Revised	You have changed your request	Account Manager	RFQs
Quotation Issued	A price has been offered	You	RFQs
PO Submitted	You have accepted and sent your Purchase Order	Account Manager	RFQs
Processing	Confirmed business being fulfilled	Account Manager	Orders
Delivered	Complete	Nobody	Orders
Rejected	The request was refused	Nobody	Archived
Cancelled	The business was stopped	Nobody	Archived

Who Moves It Forward¶

flowchart LR
    subgraph C["Your actions"]
        C1["Submit RFQ"]
        C2["Update RFQ"]
        C3["Submit PO"]
    end
    subgraph A["Account Manager actions"]
        A1["Send Quotation"]
        A2["Confirm"]
        A3["Return"]
    end
    C1 --> A1
    C2 --> A1
    A1 --> C3
    C3 --> A2
    C3 --> A3
    A3 --> C3

Each side has exactly three moves. Nothing advances on its own — the platform waits for a person to act.

What Can Be Changed at Each Stage¶

Stage	Can you edit the lines?
Draft Request	Yes
RFQ Submitted	No — reopen with Update RFQ first
RFQ Revised	No — same
Quotation Issued	Yes, then resubmit
PO Submitted	No
Processing	No
Delivered	No

The rule of thumb: an order is editable while the commercial conversation is still open, and locked once it has been agreed.

What Happens Automatically¶

Some transitions do more than change a label.

Transition	Also happens
→ Quotation Issued	The quotation document is produced and e-mailed to you, and you are notified in the portal
→ Processing	The order is confirmed as real business in SAMTIA's system
Draft Request shared	Your Account Manager is notified and the order is flagged for their attention

Signals That Track Your Engagement With a Quotation¶

Once a quotation has been sent, the platform records when you opened it and when you printed or downloaded it — useful context if your Account Manager follows up before you have responded.

Signal	Meaning
Quotation Viewed Date	When you opened the quotation
Quotation Downloaded Date	When you printed or downloaded it

Schedule Status¶

Alongside the stage, every order carries a timing signal calculated from your Requested Delivery Date.

Schedule Status	Meaning
Late	The requested delivery date has passed and the order is not complete
On Time	Progressing within the expected window
Upcoming	The requested delivery date is still ahead

Set this honestly — it is the fastest way to flag urgency to your Account Manager.

Pending Resubmission — an easy one to miss¶

If you edit an order after receiving a quotation but do not resubmit it, the order is marked as changed but not resubmitted. Your changes are saved but your Account Manager has not been asked to look at them.

Submit the updated request to restart pricing.