Order Workflows

Order workflows define the sequence of status steps that a purchase order moves through from the time it's issued to when it's received. Workflows provide structure and visibility into the lifecycle of an order, making it easier for teams and suppliers to stay aligned on progress.

Overview

Each organization has:

• An overall default workflow — This is applied to all suppliers by default.

• Optional per-supplier defaults — You can assign a different workflow to a specific supplier if they follow a unique fulfillment process.

For example, you might use a COTS/Raw Materials workflow as your default and then assign the a Fabricated Parts workflow to suppliers who provide machined/fabricated parts.

Workflow Steps

Workflows are made up of ordered steps that reflect key stages in your procurement and fulfillment process. Two steps are required in every workflow:

• Acceptance — The starting point when the supplier confirms the order.

• (All other steps)

• Received — The final step when the goods or services are received.

Managing Workflows

At this time, only Silkline Support can modify workflows. Please contact support for help configuring your organization's workflows.

At this time, only Silkline Support can modify workflows (e.g. adding new steps, renaming steps, or creating new workflows). If you need changes:

1. Identify the workflow and the steps you'd like to configure.

2. Provide the desired step names and order.

3. Contact Silkline Support to implement the changes.

Example Workflows

Different categories of purchases often follow different fulfillment lifecycles. Below are some example workflows you might use for common procurement categories. These can be set as the organization default or applied to specific suppliers.

🛒 COTS / Raw Materials

For commercial off-the-shelf items and raw material purchases, the workflow is typically straightforward, focused on shipping and receipt:

1. Acceptance

2. Processing (e.g., order fulfillment)

3. Transit

4. Received

Keep this workflow simple — the main goal is to identify when orders are confirmed and items have shipped. Most COTS vendors provide their order tracking and won't complete https://github.com/Silkline/client-app/blob/development/docs/for-customers/profile-and-settings/check-ins.md

🏭 Fabricated Parts

For made-to-order or custom fabricated components, the workflow usually includes production and pre-shipment steps to reflect manufacturing progress:

1. Acceptance

2. Processing (e.g. material procurement, scheduling)

3. Production

4. Outside Processing

5. Quality Checks

6. Preparing to ship (e.g. inspection, packaging)

7. Transit

8. Received

Delayed outside processing and failed QC/inspection are the most common causes of unexpected delays. Including workflow steps to track these steps can help identify delayers earlier.

🔌 Electronics / PCBAs

Electronics workflows typically involve multiple distinct stages: procuring components, kitting, fabricating boards, assembly, testing, and shipping. Capturing each step improves visibility into lead time drivers and manufacturing progress.

1. Acceptance

2. Material Procurement

3. Kitting

4. PCB Fabrication

5. Assembly

6. Testing

7. Preparing to ship

8. Transit

9. Received

Kitting is especially useful for distinguishing between material readiness and production progress. Many delays occur at the kitting stage, so surfacing it as its own step provides better schedule control.

🔄 Outside Processing

For processes like plating, heat treat, coating, or NDT, orders often involve sending parts to a supplier for a service, then receiving them back:

1. Acceptance

2. Outbound transit

3. Scheduling

4. Prep (e.g., masking, cleaning, surface prep)

5. Outside Processing (the actual service step)

6. Quality Checks

7. Preparing to ship

8. Return transit

9. Receive

We recommend keep this workflow general rather than having different workflows for different kinds of finishing/processing steps (e.g. "Anodize" or "Heat Treat") to help prevent an overwhelming number of different workflows.

💻 Software / Services

For non-physical purchases, shipping steps may not apply. The workflow focuses on delivery milestones and final acceptance:

1. Acceptance

2. In Progress (e.g. onboarding, setup, or project execution)

3. Delivered (e.g. license issued, service completed)

4. Received

Confirming fulfillment for non-receivable items is critical for accounts payable. Even for intangible items, the "Received" step helps to standardizes reporting and closure across all order types.