Trading Files Status
Setup
The setup table for Trading File Status is designed to prevent users from changing the profit on a contract once it is closed. As the Trading File tracks financial profitability, it is crucial to control all actions at each step of the contract’s life.
You can access the setup from the Trading File Setup or the dedicated page Trading File Status Setup.
General Tab Fields
| Field | Description |
|---|---|
| Code | Specifies the code for the status. |
| Description | Specifies the description for the status. |
| Sequence | Specifies the sequence for the status. |
| Validation User Group | Specifies the user groups for validating the status. |
| Previous Status | Specifies the previous status in the sequence. |
| Reverse User Group | Specifies the user groups for reversing the status. |
| Edit Trading File Header | Specifies if this status allows editing the file header. |
| Edit Trading File Lines | Specifies if this status allows editing file lines. |
| Attach/Detach Sales Documents | Specifies if this status allows attaching/detaching as well as creating new sales document related to this Trading File. |
| Attach/Detach Purchase Documents | Specifies if this status allows attaching/detaching as well as creating new purchase document related to this Trading File. |
| Allow Trading File Deletion | Specifies if this status allows file deletion. |
| Cancellation Status | Specifies the status to be used when setting up the file as cancelled. |
| Closed Status | Specifies the status to be used when setting up the file as closed. |
| Blocked | Specifies if the status is blocked and can’t be used anymore. |
Update Trading File Status
When creating a Trading File, it should always start with the first status in the sequence order.
To change the status, the user must be part of the user group assigned to the current status, which is allowed to move to the next or previous status in the sequence. If the user is not authorized to change the status, an error message will appear:
Actions on Trading File Header
| Action | Description |
|---|---|
| Go to Next Status | Move the Trading File to the next status in sequence. This action is disabled if the last status in the sequence is already assigned to the Trading File or if it is marked as cancelled or closed. |
| Back to the Previous Status | Move the Trading File to the previous status in sequence. This action is disabled if the first status in the sequence is already assigned to the Trading File or if it is marked as cancelled or closed. |
| Cancel | Set the status on the Trading File to the cancellation status defined in the Trading File Status Setup. |
| Close | Set the status on the Trading File to the closed status defined in the Trading File Status Setup. |
| Reopen | This action is available only when the Trading File status is closed or cancelled. Selecting this action reopens the Trading File (the closure date will be cleared) to the previous status before it was closed or cancelled. |
The cancellation or closed status will be used to process the data retention policy.
Data Retention Policy
The data retention policy defines how often to delete outdated data in tables containing log entries and archived records. Before creating retention policies, you must set up the tables to include and the periods to keep data. You can define retention policies for Trading File log entries.
Log Journal
You can consult the status changes through a Log Journal, where you can check:
- Work date and time for status changes.
- User ID of the user who made the status change.
- Selected status code.
The user who creates the Trading File will initiate the Log Journal with the first sequence status.
