Order status

Every order has three separate statuses: the order itself, its payment and its fulfilment. This page covers the first one, the life of the sale.

Who can do this: staff with the Change order statuses permission. The built-in Admin, Store Admin and Cashier roles have it. Staff without it can see the statuses but cannot move them.

How it works#

Moving a confirmed order back to Pending puts its stock back on the shelf.

The status menus do not guess. For each order, the app asks the server which moves are allowed right now and shows exactly that. A move that would be refused is greyed out and shows the reason, for example "cannot complete order before payment is completed". The same order can offer different moves later, because its payment or fulfilment has changed.

Steps#

You can change an order's status in three places:

• The orders list. Each row shows the three statuses as menus. Pick the new status. On a phone, swipe a row (or press and hold it) to see its other actions.
• The order page. Open the order and press Edit order. The three menus under Status become active. This works while the order is pending or confirmed.
• The fulfilment board. See The fulfilment board.

To complete an order:

1. Make sure the payment reads Paid. See Recording payments & deposits.
2. Move the fulfilment to its last step (for example Completed).
3. Pick Completed in the order status menu.

If the order is paid and only the fulfilment is still open, the Completed option says Also completes fulfillment. Pick it, and a dialog named Complete this order explains that the fulfilment will be completed too. Press Complete both. Neither status can be changed afterwards. A dine-in order can only do this once it is Served.

Behind the scenes#

• Completing an order is only allowed when nothing is still owing, nothing is owed back to the customer, no bank transfer is waiting to be verified, and no transfer slip is left unassigned. When it completes, a dine-in table is freed and any refund the order carries is settled. After that, money and goods move only through returns and refunds.
• Cancelling an order returns its stock (if stock was taken), releases any store credit and discount uses it held, and voids its pro-forma invoice. An issued tax invoice stays on record. Cancelling does not give back money that was recorded as paid.
• A cancelled order is a record only. Its page shows "This order is cancelled. No further actions or returns are allowed on this order."
• The full status map is also in the app: open the Order status guide from the help button next to the Order status column on the orders list.

Troubleshooting#

Related pages#

Payment status · Recording payments & deposits · Fulfilment status & types · Editing & cancelling orders