Order, payment and shipping status
Every GrandNode order has three statuses that move independently: the order status, the payment status and the shipping status. The payment and shipping statuses follow what actually happens to the money and the goods. The order status is mostly derived from those two – GrandNode moves an order to Processing and Complete by itself. Knowing the rules lets you process orders with the right buttons instead of overriding statuses by hand.
Order status
| Value | Meaning |
|---|---|
| Pending | The order is placed but nothing has happened yet: no payment and nothing shipped. Only a pending order can be cancelled. |
| Processing | Set automatically when a pending order becomes Authorized, Paid or Partially paid, or when any part of it is shipped. |
| Complete | Set automatically when the order is Paid and shipping is finished (see below). The customer receives the "order completed" email. |
| Cancelled | Set by Cancel order (by you, or by the customer when the store allows cancelling unpaid orders). Stock and loyalty points are returned and the customer is notified. |
Payment status
| Value | Meaning |
|---|---|
| Pending | No money yet – typical for cash on delivery, bank transfer or a payment the customer has not finished. |
| Authorized | The card is authorised but not charged; you capture it later. |
| Partially paid | Part of the amount was recorded with Partial paid (offline). |
| Paid | The full amount arrived – from a payment plugin, a capture, or Mark as paid. |
| Partially refunded / Refunded | Part or all of the money was returned. |
| Voided | An authorisation was cancelled before it was captured. |
All payment changes are made on the payment transaction – see Payments and refunds.
Shipping status
| Value | Meaning |
|---|---|
| Shipping not required | No item in the order has shipping enabled (services, downloads, gift vouchers, or products with Shippable product switched off). |
| Pending | Something needs to be shipped and no shipment exists yet. Adding a shippable product to such an order also sets it to Pending. |
| Prepared to shipped | A shipment was created but not sent yet. |
| Partially shipped | Some shipments were sent, but items are still waiting or other shipments are not sent. |
| Shipped | Every item is in a shipment and every shipment is marked shipped. |
| Delivered | Every item is in a shipment and every shipment is marked delivered. |
Shipments are described in Shipments and tracking.
When does an order become Complete?
After every payment or shipping change GrandNode re-checks the order. It becomes Complete when the payment status is Paid and:
- the shipping status is Shipping not required, or
- the shipping status is Shipped or Delivered – or only Delivered if Complete order when delivered is switched on in Settings → Sales settings.
A complete or cancelled order is not moved automatically any more. A refund does not reopen a complete order.
How to change the order status by hand
- Open the order and stay on the Info tab.
- Click Change status.
- Read the warning, choose the new Order status and click Save, then confirm.
This changes only the label and writes an order note. As the warning says, nothing else happens: no emails, no stock adjustment, no loyalty points, no gift voucher activation. Use it to correct a status, not to process an order.
Renaming statuses and adding your own
Sales → Order status lists the order statuses with their Name and Display order. You can rename the four built-in statuses (they cannot be deleted) and add your own with Add new record – for example Awaiting stock or On hold. Custom statuses are then available in Change status and in the order list filter. GrandNode's automatic rules only use the built-in four, so an order you put in a custom status stays there until you change it. A status that is used by any order cannot be deleted.
Tips and common mistakes
- Order Pending + payment Paid should not happen; if you see it, the status was set by hand.
- If an order stays Processing after shipping, check that it is really Paid and whether Complete order when delivered is on.
- Orders with shipments can be neither cancelled nor deleted – delete the shipments first if you really must.
Related
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