Order Overview and Statuses

Order Overview and Statuses

Every order in the system has three independent statuses that track different aspects of its processing: order status, fulfillment status, and payment status. This may seem complicated, but each one answers a different question — where is the order in the process, how is the physical preparation progressing, and is it paid.

Order Status

This is the main status that tells you where the order is in its lifecycle.

| Status | Meaning |

|--------|---------|

| Pending | Order is created, but processing hasn't started yet |

| Processing | Team has started processing the order |

| Picking | Items are being taken from stock |

| Picked | All items have been taken from stock |

| Packing | Items are being packed |

| Packed | All items are packed and ready |

| Ready to Ship | All checks passed, package awaits pickup |

| Shipped | Package has been handed to the courier |

| Partially Shipped | Part of the shipment is sent, the rest is waiting |

| Delivered | Customer has received the package |

| Completed | Order is fully concluded |

| Cancelled | Order has been cancelled |

The status changes automatically as the fulfillment process progresses, but an admin can also manually change the status from the order list or the order detail page — useful when, for example, you skip some steps or correct an error.

Note: If an order has items out of stock, the system won't allow a status change until stock is replenished — the only action always allowed is cancellation.

Fulfillment Status

The fulfillment status is a more detailed view of physical progress — how much stock has actually been picked and packed. While the order status gives the big picture, the fulfillment status tells you exactly how many units have passed through each step.

The system tracks:

• Picked — how many units have been taken from the shelves
• Packed — how many units are placed in boxes and confirmed
• Total needed — how many were ordered

These three numbers together form the progress bar on the order, visible as a percentage (0–100%).

Key difference from order status: It's possible for an order to have "Shipped" status while fulfillment is not 100% complete — for example, if an admin manually changed the status before the process finished. In that case, the order gets an "Incomplete Fulfillment" label (orange warning icon) that remains until the physical process is completed. This is intentional — it allows flexibility in exceptional situations while maintaining transparency that something didn't go through the standard process.

Payment Status

Payment status is completely independent of the other statuses and tracks only the financial side of the order.

| Status | Meaning |

|--------|---------|

| Unpaid | Payment has not been received yet |

| Pending | Payment has been initiated but not confirmed |

| Authorized | Funds are reserved but not yet charged |

| Paid | Payment has been successfully received |

| On Hold | Requires manual review |

| Partial Refund | Part of the amount has been returned to the customer |

| Refunded | The full amount has been returned |

| Cancelled | Payment has been cancelled |

| Failed | Payment attempt did not go through |

Payment status does not change automatically for orders paid by cash on delivery or bank transfer — those need to be manually marked as paid when the money arrives.

How to Read an Order

On the order detail page, you see all three status types at once. Next to them, on the right side, are the available actions that change depending on the current state — for example, the "Mark as Delivered" button only appears when the order is shipped.

On the order list, you can filter by status and search by order number, customer name, or email. Bulk actions are also available — you can select multiple orders and change their status at once.

Typical Status Flow

For a standard order, the path looks like this:

Pending → Processing → Picking → Picked → Packing → Packed → Ready to Ship → Shipped → Delivered → Completed

Each step in the fulfillment process (pick → pack → ship) automatically advances the order status as well, so in most cases you don't need to change anything manually.