📌 Understanding Job Stages
In ShopXpert ERP, every job is divided into multiple stages to help track progress and ensure that work is completed in a structured manner. These stages are essential for documenting where the job stands at any given moment.
Each stage consists of tasks, and their statuses determine the overall status of the stage. This means that a stage does not progress unless the tasks inside it do. The system automatically updates the stage status based on the statuses of its tasks.
For example:
- If no tasks are in progress, the stage remains Not Started.
- If at least one task is actively being worked on, the stage becomes In Progress.
- If all tasks are completed, the stage is automatically marked Completed.
- If a stage is no longer needed, it can be manually Cancelled, which cancels all tasks inside it as well.
The main goal of this structured system is to ensure that jobs follow a logical workflow, making it easier to track progress, measure efficiency, and manage time effectively.
📋 How Task Statuses Determine Stage Statuses
| Task Status | Stage Status | What This Means |
|---|---|---|
| All tasks are Open 🟡 | Not Started 🟡 | The stage is created, but no work has begun yet. It is waiting to be started. |
| At least 1 task is In Progress 🔵 | In Progress 🔵 | Work has started on at least one task within this stage. |
| All tasks are Completed ✅ | Completed ✅ | All work within this stage is done, and it is fully finished. |
🔹 Example Scenario:
A "Machining" stage might contain three tasks: CNC cutting, drilling, and polishing.
- If CNC cutting starts but the others are still open, the stage status is In Progress.
- Once all three are completed, the stage status automatically updates to Completed.
⏳ Time Tracking & Workflow Efficiency
Time tracking is crucial for job costing and scheduling. Every stage has a predetermined duration representing the expected time to complete it. To ensure the system accurately records the time spent on each task, follow these best practices:
✅ Set a task to "In Progress" only while actively working on it.
✅ If pausing for a break, shift change, or stopping work, set the task back to "Open".
✅ The system tracks time only while a task is in progress, ensuring accurate labor cost calculations.
✅ This information helps schedule machines and workers effectively, reducing downtime and improving efficiency.
🔹 Example:
If a worker starts a task and keeps it "In Progress" overnight, the system will think the task took 12+ hours. By setting it back to "Open" at the end of the shift, the system correctly tracks only the actual working hours.
📋 Job Stage Statuses & Their Meanings
| Stage Status | Description | How It’s Triggered | What It Affects |
|---|---|---|---|
| 🟡 Not Started | The stage exists, but no work has begun. | All assigned tasks remain Open. | The job remains Not Started until a stage moves to In Progress. |
| 🔵 In Progress | Work is actively being done within this stage. | At least one task within the stage is set to In Progress. | The job status will also switch to In Progress automatically. |
| ❌ Cancelled | The stage is no longer needed and is frozen. | Manually cancelled via dropdown. | All tasks within the stage are automatically cancelled as well, preventing any further work. |
| ✅ Completed | The stage is fully finished. | Every task within the stage has been marked Completed. | The next stage in the sequence can now begin. |
📌 Key Takeaways:
✔ Stage statuses depend on task statuses—except for "Cancelled," which must be manually set.
✔ Proper time tracking ensures accurate labor cost calculations and machine scheduling.
✔ Jobs flow naturally through stages, with each completed stage unlocking the next one.
✔ Cancelled or completed stages cannot be modified—they are frozen in place.
✔ The system helps prevent unnecessary delays by keeping track of actual work progress.
By following these best practices, ShopXpert ERP ensures a clear, structured, and efficient tracking system for job progress, cost management, and scheduling. 🚀
