How order statuses work

Before you start

Open Settings›Quotes & orders›Statuses to see the list. Changes need Manage order and quote settings; other staff can view it.

A store can have up to 50 statuses, including the 20 supplied to a new store. You do not need to change anything to understand them.

How one list works

Moving a record to Order makes it an order. Moving it to Quote makes it a quote.

Draft and Pending Review display as Draft Quote or Draft Order, and Pending Quote or Pending Order, according to the record.

1. 1QuoteThe customer reviews the proposed sale.
2. 2OrderThe sale is placed.
3. 3Sent to VendorPurchasing sends the required lines.
4. 4In ProductionStaff record vendor confirmation.
5. 5Ready to ShipThe goods have arrived.
6. 6DeliveredDelivery is confirmed.

Built-in statuses belong to app-managed movements. They cannot be renamed, deactivated or deleted, and their connections are locked on the status map.

Your own statuses need connections before automatic events can move records through them. Naming a status like a familiar milestone does not create that behavior.

The starting statuses

In this table, “Yes” under Built-in means the status itself is protected. The other supplied statuses remain editable.

No status emails are enabled by default. A connection that permits email still depends on the destination status's email setting.

Starter connections include Vendor confirmed, Collected, Rest collected, Damaged or wrong, Replacement PO sent and All here · pickup.

The former Approved status has been folded into Order.

What each status controls

Waits to be placed starts on for Draft, Quote and Pending Review. Force Edit permission provides an exception to restricted editing.

See Set up your statuses before changing these controls.

Moves the app makes

Purchasing counts PO-covered lines and special-order lines still waiting for a PO. A tracked stock line without a PO does not hold the order back.

A line with unknown inventory-tracking status waits as made to order. This avoids treating uncertain stock as ready.

A status chosen manually holds until a fact read by its connections changes. See How the status map works.

What customers see

Grouped statuses show the group's name and customer text on the portal, tracking and My orders. They also supply the Customer status message email field.

Moves within one group appear once. For example, Sent to Vendor and In Production both show In production to the customer.

When Visible to customers is off, customers keep the last status they saw. A visible ungrouped status can appear on their order page.

Group order sets the progress track. Quote and Cancelled appear on that track only while the order is in them.

Older installations

Earlier stores received the 7 groups around their public built-in statuses. Internal and custom statuses remained under Not in a group yet.

They did not receive Reorder needed, Ready for pickup, Picked up or Cancelled. A custom status with the same name does not gain automatic connections.

Starter connections wait in the draft until published. Existing orders did not move or send email when the status map became available.

Do it

Set up statuses and groups, connect them, then test and publish the map.

Staff use the order's Status field and Next status controls to change status. POS shows statuses but has no status picker.

If something goes wrong