A client account's life, from Onboarding to Closed

In short

Every Client Account has one Client Status: Onboarding, Active, On Hold, Offboarding or Closed. The status decides what your warehouse may do for that client, and Stockist refuses any work it doesn't allow.

The five statuses

• Onboarding: every new client starts here, with a go-live checklist. Nothing is dispatched, and deliveries are refused unless you allow early receipt.
• Active: live. Orders, deliveries and dispatch run normally.
• On Hold: paused by your team, usually over unpaid invoices. No deliveries come in and no orders go out, but stored stock stays put.
• Offboarding: the client is leaving. Deliveries stop after its last trading date, while orders carry on until its stock has gone.
• Closed: final. Nothing more is done for the client, and its history stays readable for good.

A hold goes back to where it came from. Lifting a hold placed during offboarding returns the account to Offboarding, never to Active. Starting offboarding while a client is On Hold keeps the hold.

What the warehouse may do in each

The Warehouse may list on each Client 360 shows this for one client, with the reason for each answer.

Work	Onboarding	Active	On Hold	Offboarding	Closed
Create purchase orders	Yes	Yes	No	Until the last trading date	No
Book in deliveries	With early receipt	Yes	No	Until the last trading date	No
Accept arrivals at the dock	With early receipt	Yes	Only with a Dock Override	Until the last trading date	No
Finish receiving under way	Yes	Yes	Yes	Yes	No
Release orders and dispatch	No	Yes	No	Yes	No
Count, quarantine and move stock	Always	Always	Always	Always	Always

Orders still come in for a client On Hold. They are checked, accepted and allocated, then wait as Account on hold until the hold is lifted. Work already released is still picked and packed, but nothing is dispatched.

A Dock Override lets a Warehouse Manager or an Admin accept one delivery for a held client, with a reason. Peak Fuel's whey was already on the road when Finance put the account on hold, so it was let in under a Dock Override.

What a refused operative sees

When Stockist refuses work for a client, it says why in plain words and who to ask, never the Hold Reason:

Peak Fuel Nutrition Ltd is on hold, so no deliveries can be booked in for it. Ask the account manager, Priya Desai.

The client's Account Manager, or an Admin, decides whether to lift the hold, allow early receipt or let one delivery in.

Who moves an account

Change	Who can do it
Add a client, go live, early receipt	Account Manager, Admin
Place and lift a hold	Account Manager, Finance Manager, Admin
Start offboarding, close the account	Account Manager, Admin
Read the Hold Reason	Account Manager, Finance Manager, Warehouse Manager, Admin

Floor staff see that a client is On Hold, and the message for the client, but never the Hold Reason.

Accounts are never deleted

A Client Account stays in Stockist for good, so its stock movements, orders and charges keep their history. A Closed account stays under Clients, on the Closed tab, and can't be reopened. Oakfield Candle Co. closed after its owner retired, and its history is still there.