Payment status
What each payment status means, why Paid, Partially paid and Pending open a dialog, and how bank transfers are checked.
The payment status answers one question: how much of this order has been paid? The answer comes from the payments recorded on the order, not from a menu choice.
Who can do this: moving a payment status needs Change order statuses. The dialogs the menu opens have their own permissions:
| Permission | What it allows | Built-in roles that have it |
|---|---|---|
| Record payments | Record money against an order | Admin, Store Admin, Cashier |
| Void payments | Reverse a payment recorded by mistake | Admin, Store Admin |
| Verify bank transfers | Confirm or reject a bank transfer, and place or dismiss transfer slips | Admin, Store Admin |
How it works#
| Status | What it means |
|---|---|
| Pending | Nothing has been paid. |
| Partially paid | Some money is recorded and some is still owing. An order whose deposit has been paid sits here until the rest is paid. |
| Paid | The recorded payments cover the total. |
| Failed | The payment did not go through. It can go back to Pending to try again. |
| Proof uploaded and Verifying | Used only by older bank transfer orders. New orders check each transfer on its own payment row instead (see below). |
Every payment is a row on the order. 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 leave it Pending.
The orders list shows how an order was paid next to its payment status. An order paid two ways reads, for example, Card + Cash, and the tooltip shows the amount of each.
Steps#
Because the payments decide the status, picking Paid, Partially paid or Pending from the menu does not change the status directly. On a Confirmed or Processing order it opens the dialog that does the job properly. The option shows a caption so you know before you pick it.
| You pick | When | It opens | What happens |
|---|---|---|---|
| Paid | Money is still owing | Record payment, filled in with what remains | Record the money. The order becomes Paid. |
| Partially paid | The status is Pending (or an older Proof uploaded or Verifying) | Record payment, filled in with the deposit if one is due, otherwise with what remains | Record part of the money. |
| Partially paid | The status is Paid | Void payments, where you pick the rows | Void the payments you choose. What is left decides the status. |
| Pending | Money is recorded | Void payments, with every row picked and locked | Every payment is voided and the order returns to Pending. |
The caption under such an option reads Opens Record payment or Opens Void payment. If you do not have the permission the dialog needs, the option is locked and says so, for example Needs the Void payment permission. Nothing is saved until you confirm the dialog. How to fill in each dialog is on Recording payments & deposits.
Bank transfers#
You cannot see a bank transfer arrive at the till, so a transfer only counts once someone confirms the money reached your account.
- A transfer is recorded as a payment with the method Bank transfer. It shows Awaiting verification and does not count toward what is paid yet.
- The customer can send a picture or PDF of their transfer slip. Use Send payment proof link from the order's More actions (or the orders list row menu) to email them a link. The slip lands on the order's Payments section.
- Someone with Verify bank transfers checks the slip against the bank statement, then chooses Verify or reject on the transfer's row. A verified transfer starts counting. A rejected one never counts.
While a transfer waits, the orders list and the fulfilment board show a Transfer to verify pill on the order.
Behind the scenes#
- A payment that covers the total makes the order Paid and issues its tax invoice. It does not matter where the payment was recorded: the order's Payments section, the status menu, or the invoice list.
- A Pending order takes no payment changes. Confirm it first.
- A Completed order's payment cannot change. Money moves through refunds after that.
- A Cancelled order takes no payment at all.
Troubleshooting#
| Symptom | Cause | Fix |
|---|---|---|
| "paid is recorded when a payment settles the total" | You tried to set Paid without the money behind it. | Record the payment instead. |
| "… is recorded against this order" when you pick Pending | Money is still recorded on the order. | Void the payments. The status returns to Pending on its own. |
| "the order is paid in full" when you pick Failed | A fully paid order cannot be marked failed. | Void or refund the payment instead. |
| "cannot change payment status for pending order" | The order is still a draft. | Confirm the order first. |
| Paid does not offer Opens Record payment. | The issued invoice no longer matches the order total. | Reissue the invoice first. See Correcting an issued invoice. |
| The order stays Partially paid after the customer sent a slip. | A slip is proof, not money. The transfer has not been verified. | Verify the transfer from the order's Payments section. |
Related pages#
Recording payments & deposits · Sharing invoices & payment links · Order status