Version: eXtendPS-SE 1.5.0 and above
Overview
eXtendPS-SE 1.5 adds support for Order Status 2.0, an updated version of the PromoStandards service that lets distributors check on the status of their orders. It is a separate service from the original Order Status service and allows your customer the ability to search for orders in more ways. It will allow you to describe problems with an order in more detail and report issue status down to the individual line item instead of just the whole order.
This release adds:
- A way to turn on the new service alongside existing PromoStandards services.
- A structured way to report and track issues with an order on the order lines and order header
- Decoupled Order and Issue Statuses, allowing the true status (e.g., Confirmed, In Production) to be reported even when an order has an active issue.
Turning On the Service
Order Status 2.0 has to be enabled in your account before distributors can reach it. This is done from the Services area on the eXtendPS-SE Setup screen, where the service is enabled and given a web address (endpoint URL) that outside systems send requests to.
Order Status 2.0 Additional Setup
| Field | Description |
| Quality Proof Link | Maps to the internal field used to store the URL of the quality proof document of the product with logo. |
| Audit URL | The URL to a page that can be used to find additional details about the Purchase Order. This page may include the XML posted to the PromoStandards Purchase Order service, a visual representation of the Purchase Order, a visual representation of the Invoice, or other relevant information. |
| Customer Service Rep | Maps to the field identifying the assigned customer service representative for the order. (must point to an Employee record) |
| Product ID | Maps to the internal item identifier field on the sales order line, which is sent as the productId in the Order Status 2.0 response. (This is a required field.) |
| Part ID | Maps to the item label field, used to populate the partId in the Order Status 2.0 response. |
Default Issue Status Information
| Issue
Category | Default Issue
Status | Default Issue
Blocking Status | Issue
Description |
| orderEntryHold | Open | confirmed | Your purchase order could not be entered
due to a data issue. Please contact your supplier directly for assistance
resolving the problem. |
| generalHold | Open | complete | Your order is currently on hold. Our
team is reviewing the issue and will provide an update shortly. Please
contact us if you need further information. |
| creditHold | Open | confirmed | Your order is on hold due to an
outstanding balance on your account. Please contact our Accounts Receivable
team to resolve the payment and release the order. |
| proofHold | Open | inProduction | Your order is awaiting proof approval.
Please review and approve the proof at the link provided. The order cannot
proceed to production until approval is received. |
| artHold | Open | preproduction | Your order is on hold because we have
not received suitable artwork. Please submit production-ready artwork files.
Contact us for file format and specification requirements. |
| backOrderHold | Open | preproduction | One or more items on your order are
currently out of stock. Please contact us to discuss your options, including
waiting for restock, substituting an item, or adjusting your quantity. |
| shippingHold | Open | shipped | Your order has been produced but cannot
ship due to an issue with the shipping details. Please verify your shipping
address and carrier information and contact us to resolve. |
| customerSuppliedItemHold | Open | inProduction | Your order is
on hold while we wait to receive the customer-supplied goods. Please ship
your items to us at the address provided so we can proceed with production. |
Reporting Problems with an Order (getIssue)
In Order Status 1.0.0, a problem with an order — a hold, a backorder, anything blocking it — was communicated as a defined issue status with a name and description, passed along with the order status. This applied only to the full order, with no way to flag an issue on an individual line. Order Status 2.0 expands this into a more structured issue object, adding fields like a response-due date, a contact, and a resolution link, and moves issue tracking down to the line level.
In eXtendPS-SE, issues are added directly on the item lines of the order, using the new eXtend PS-SE Issue Category field. This is a dropdown on the line, so different line items on the same order can each have their own issue. When lines have different issues, the "lowest status wins" rule applies and updates the order-level issue status accordingly.
There's also an optional body-level Issue field on the order itself. If this is filled in, it overrides whatever issue status was populated from the line items.
Issues are stored as their own record, linked to the relevant Sales Order, line, and item. getIssue returns:
- The issue's status
- Its category
- Whether it's blocking the order
- Any resolution details
More Ways to Search for Orders
The original service could search for orders 4 ways, using number codes that weren't self-explanatory. Order Status 2.0 replaces those with 6 plainly named search types, including one that returns only orders with an active problem.
| Search Type | What It Finds |
|---|---|
poSearch | A specific order, by Purchase Order Number |
soSearch | A specific order, by Sales Order Number |
allOpen | All currently open orders |
lastUpdate | Orders changed since a given date/time |
allOpenIssues | Only open orders that have an active problem |
transactionId | A specific order, by its internal tracking ID |
How Order Status Is Reported
The Order Status 1.0.0 uses number codes for status (10, 11, 20, up to 99), each paired with a status name and description. That list also includes issue-related statuses mixed in alongside order statuses. Order Status 2.0 separates the two: issue statuses now live under the getIssue structure, and the Order Status list is pared down to just the order-level statuses below. It also follows a "lowest status wins" rule: if an order has lines in different stages, the order as a whole shows the least-progressed status.
| Status | What It Means |
|---|---|
received | Order is pending approval |
confirmed | Order is pending fulfillment |
preproduction | Set by a custom rule |
inProduction | Set by a custom rule |
inStorage | Item has been picked or packed, but not yet shipped |
partiallyShipped | Some, but not all, of the order has shipped |
shipped | The full order has shipped |
complete | The full order has been billed |
canceled | The order line has been closed |
Validate the Service Response
After configuration is complete, validate the Order Status 2.0.0 response using SoapUI or similar tool to confirm field mappings and response structure conform to the PromoStandards specification. See Validating PromoStandards Services using SoapUI for instructions.
Next Steps
- Add endpoint to PromoStandards.org — See View Endpoint URLs in eXtendPS-SE for instructions on locating your new OS 2.0.0 endpoint URL. Add this URL to your service listings on PromoStandards.org.
- Notify customers/distributors — Communicate the new version's availability and provide the new endpoint URL so distributors can upgrade at their convenience.