Customisable Order Status
This feature allows you to set up extra steps relevant to your own particular order flow.
The system displays orders in Order Manager by using different display tabs e.g. Awaiting Payment, Order Despatched etc. These display tabs are made up of order status groups, each of which has a number of "order states" which the program uses to track the order's progress. The table below shows the relationship between them so you can figure out where your new status will show up in Order Manager.
For example, when processing an order you might add "Order Sent To Warehouse" and "Quality Tested" as new order states that fit within the "Processing Order" group, and then display under the "In Progress" tab in Order Manager.
You can also additionally display some of your custom statuses in the Order Manager header by ticking "Show on Order Manager" on the status record.
| Order Manager Display Tabs | Order Status Group(s) Used In Display Tabs | Order State(s) Used In Order Status Groups |
| All Activities | Products In Cart plus all others below | Pending, Cart |
| Awaiting Payment | Cart At Checkout / Part Cart At Checkout, Part Products In Cart | Pending, Checkout |
Payment Processing | Pending, Paying | |
| | Payment Required | Pending, Paying, Payment Required |
| New Orders (orders appear here only when paid) | Payment Received IPN (Instant Payment Notification) received from the payment processor. Order Received No IPN received from the payment provider yet, can take a few minutes longer to come through and then converts to Payment Received (check you have received payment before you despatch an order with this status - normally you will get a separate email from your payment provider otherwise you can double check your bank account before despatch. | Successful, Paid, New Successful |
| In Progress | Processing Order | Successful, Admin Processing |
| On Hold* | On Hold | Successful, on_hold |
| Disputes & Returns | In Dispute | Dispute |
| Return Required | Dispute, Return Required | |
| | Return Sent, Return Received, | Dispute |
| Despatched Orders | Despatched | Successful, Despatched |
| Confirmed Complete (user confirms order complete) | Confirmed Complete | Successful, Complete, Confirm Complete |
| Cancelled Orders | Cancelled | Cancelled |
| Abandoned Carts | Abandoned | Abandoned |
*You can set this up as an additional status.
Order states & their meanings:
pending - Used to identify carts not yet paid for.
cart - When an item is added to cart the cart is created (if it doesn't already exist) and status is set to the first status with state of cart.
checkout - When the user comes to the checkout page, the system assigns the first checkout status
paying - When a user proceeds from our checkout into a payment processor such as PayPal or SagePay. Before they come back.
abandoned - A cart left for over 4 hours (or the time set in site settings for abandonment) a cart in this state can be brought back.
successful - A successful / paid for order. This state is required to show the order through onto reports.
placed - A new order placed but not necessarily paid for. E.g. using cash on delivery, bank transfer or SagePay's authorize only payments.
paid - A new order that has been paid for.
payment_required - When a payment has failed in Worldpay/Cardsave, we use this to redirect the user back to checkout to retry payment, other payment processors will handle this themselves or send the user back to us without need for this status.
new_successful - A new order that has just come through, you can see these on your dashboard.
cancelled - When an order is cancelled by admin.
dispute - When there is an issue with an order, before possible cancellation.
return_required - When a user requests a return through their previous orders screen.
admin_processing - When you as an admin are working through processing an order, before despatch.
on_hold - For orders that are on hold either by you or via a customer request awaiting further action.
despatched - When you despatch an order.
complete - A way to say the order is fully completed & nothing is left to do on it.
confirm_complete - When a user clicks that they have received an order from their previous orders screen
Setting Up / Removing A New Order Status
- Via Order Statuses add a new Order Status with a unique name e.g. Order Under Review
- Use the table above to work out which Order Status group this new status will appear in e.g. Processing Order
- Select the required "States" for the corresponding Order Status Group e.g. Successful, Admin Processing
- Tick "Enabled" and click Update Order Status
Please note: Once you have set up a status it cannot be deleted as it may have data associated with it. To remove a new order status simply untick the "Enabled" field and click Update Order Status.