Payment status
Payment states per method, and the dialogs Paid, Partially paid and Pending open.
The payment axis answers one question: how much of this order has been paid? It follows the payment method — cash, card, bank transfer or store credit — and its answer comes from the order's recorded payments, not from anyone's say-so.
Who can do this: moving a payment status rides the change-order-statuses permission. What the status menu opens is gated separately: recording a payment needs Record payments (Admin, Store Admin, Cashier), voiding one needs Void payments (Admin and Store Admin — a Cashier does not hold it).
The statuses#
- Pending — nothing has been paid.
- Partially paid — some money has been recorded and some is still owing. A pre-order whose deposit has been taken sits here until the balance is paid.
- Proof uploaded and Verifying — bank transfer only, below.
- Paid — the recorded payments cover the total.
- Failed — the payment did not go through; it can retry back to pending.
Paid, Partially paid and Pending are written by the payments themselves#
Every payment is recorded as its own row on the order (see Recording payments & deposits), and those rows decide the status: rows that cover the total make the order Paid, rows that cover part of it make it Partially paid, and no rows at all leave it Pending. Picking one of those three from the menu would be claiming money nobody recorded — or erasing money that is still in the till — so the menu does not change them directly. On a confirmed or processing order it opens the dialog that does it properly, and the option says so underneath:
| Pick | From | Opens | What happens |
|---|---|---|---|
| Paid | Any payment status that can still reach Paid | Record payment, prefilled with what remains | Record the money and the order becomes Paid. |
| Partially paid | Pending, Proof uploaded or Verifying | Record payment, prefilled with the deposit when one is due (ticked This is the deposit), otherwise with what remains | Record part of the money. |
| Partially paid | Paid | Void payments, with rows to pick | Void the payments you choose; what is left decides the status. |
| Pending | Paid or Partially paid | Void payments, with every row selected and locked | Every payment is voided, and the order returns to pending on its own. |
The caption under such an option reads "Opens Record payment" or "Opens Void payment". If you lack the permission the dialog needs, the option is locked and names it — "Needs the Void payment permission". Nothing is written until you confirm the dialog.
Picking a status by hand without the money behind it is refused in plain words: "paid is recorded when a payment settles the total — record the payment instead", and, on an order holding money, "… is recorded against this order — void the payments and the status returns to pending on its own." A fully paid order cannot be marked failed either: "the order is paid in full — void the payment or refund it instead of marking it failed."
Bank transfer: the proof chain#
A bank transfer can't be seen at the till, so its chain adds evidence:
Pending → Proof uploaded → Verifying → Paid (or Failed, retryable).
The proof usually arrives from the customer's side: the order's payment link (see Sharing invoices & payment links) lets them upload their transfer slip, which lands on the order as proof uploaded — the one payment change allowed while an order is still pending. Staff then check the slip against the bank statement and record the amount on the slip as a payment; that payment is what makes the order Paid. A wrong slip steps back rather than failing: verifying can return to proof-uploaded for a re-upload.
While a transfer sits at Proof uploaded or Verifying, the menu offers no void shortcut back to pending: void the payments first, then move the status.
What settling triggers#
The payment that covers the total is where money-things happen: the order reads Paid, and its final tax invoice is minted. It does not matter where the payment was recorded — at the checkout, in the order's Payments section, or through the status menu — the result is the same.
Related pages#
Recording payments & deposits · Sharing invoices & payment links · Order status