Parts Status Transitions: Changing Order Status
What is this?
Parts move through stages: requested, ordered, delivered, and used. The status dropdown on each part shows only the changes that make sense for its current stage. A delivered part shows "Used." An ordered part shows "Back Ordered," "Cancelled," or "Picked Up." Parts that are already used or cancelled show no dropdown. They are done.
Who is this for?
- Mechanics who need to mark delivered parts as used when installing them on a work order.
- Parts managers who track orders through the full lifecycle in Parts Management.
- Equipment managers who review part status from inside work orders.
How to use it
Changing status in Parts Management
Go to Parts Management in the left menu, then click the Requests and Orders tab. Find the part you want to update and click its status badge. A dropdown appears with only the valid next statuses.
Moving a delivered part to Used
Find a part with a green "Delivered" badge. Click the badge. The dropdown shows one option: Used. Click it. The part is now marked as consumed.
Changing status from a Work Order
Open a work order and scroll to the Parts section. Click any cell in the part row to enter edit mode. The status column becomes a dropdown showing valid transitions.
Selecting Used from the Work Order
With the part in edit mode, open the status dropdown. Select Used, then click Save. The part status updates immediately.
The result
After saving, the work order parts section shows the updated statuses. Each part displays its current status with the correct color badge.
The full details
- Works on: Web app (Parts Management and Work Orders)
- Permission needed: Parts update permission
- Terminal statuses: Used and Cancelled parts cannot be changed further. No dropdown appears.
- Available transitions by status:
| Current Status | Can Change To |
|---|---|
| Requested | Ordered, Used, Cancelled |
| Ordered | Back Ordered, Picked Up, Cancelled |
| Back Ordered | Ordered, Picked Up, Cancelled |
| Picked Up | In Transit, Received, Delivered, Cancelled |
| In Transit | Received, Delivered, Cancelled |
| Received | Used, Cancelled |
| Delivered | Used |
| Used | No changes allowed |
| Cancelled | No changes allowed |
Tips
- If a part was delivered to the wrong location, you can still mark it as Used. Move it physically, then update the status in CLUE.
- Parts that skip steps (like going straight from Requested to Used) are supported. This is common when a mechanic grabs a part off the shelf without a formal order.
- Your company admin can add custom transitions if your workflow differs from the defaults. Contact your administrator.
