Change an item's status, quantity or unit
Update where an item is in your process, how many you need and how it is measured, straight from the schedule.
Every item has a status, a quantity and a unit. You can change all three in the row without opening anything.
Change the status
- Open the project and select Procurement.
- Click the item's pill in the Status column.
- Type to search (Search status…) or pick from the list.
The statuses
| Status | Typically means |
|---|---|
| Quoting | You're getting prices or availability |
| Internal review | The team is reviewing it. New items start here |
| Internally approved | The team has signed it off |
| Client review | Waiting for the client |
| Ready to order | Approved and ready for a purchase order |
| Out of stock | The supplier can't supply it. This makes the item Blocked |
| Ordered | The order is placed |
| Payment due | The supplier is waiting for payment |
| In transit | On its way |
| Delivered | Arrived |
| Installed | In place on site |
| Returned | Sent back |
| Refunded | Money back from the supplier |
| Client existing | The client already owns it, so it is never ordered or billed |
Change the quantity
- Click the number in the Qty column.
- Type the new quantity and press
Enter, or click away.
If the client has already approved the item, a Client-Approved Item message explains that the client will be emailed about the change. Click Proceed Anyway to save or Cancel to keep the old quantity.
If the item is already on a purchase order or an invoice, Techstyles asks Change quantity to N? and lets you choose:
- Update PO-… too, with your purchase order's number, changes the purchase order as well as the schedule.
- Procurement only changes the schedule and leaves the purchase order as it is.
- If the purchase order is approved or paid, it is locked. Update procurement changes the schedule only.
If the item is on an invoice that has been sent, the invoice doesn't change. The message tells you whether to raise a top-up invoice or a credit note for the difference.
Change the unit
Click the unit beside the quantity and choose ea, m, m² or set.
What happens next
- When you mark an item Internally approved, Techstyles records who approved it. Hover over the pill to see their name.
- When an item first becomes Delivered, Installed, Returned, Refunded or Client existing, its risk checks stop.
- If a change makes the item At risk or Blocked, everyone else on the project gets a notification.
- If the item is on a purchase order or invoice and the change makes that document wrong, for example Out of stock or Client existing, the document is flagged as needing review.
Good to know
- The quantity must be 1 or more.
- Changing the unit doesn't notify anyone.
- To change many items at once, select them and use Actions > Change status. See Update several items at once.