# Order, payment and shipping status

Sales and orders

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](https://grandnode.com/sales-payments).

### 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](https://grandnode.com/sales-shipments).

### 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

1. Open the order and stay on the **Info** tab.
2. Click **Change status**.
3. Read the warning, choose the new **Order status** and click **Save**, then confirm.

![The Change status panel with a warning for advanced users, an Order status dropdown and Save and Cancel buttons](https://grandnode.com/Plugins/Theme.GrandNodeCom/Content/kb/sales/order-change-status.webp)

Changing the order status by hand.

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.

![Order status list with Pending, Processing, Complete and Cancelled, each with Edit and Delete](https://grandnode.com/Plugins/Theme.GrandNodeCom/Content/kb/sales/order-status-list.webp)

Sales → Order status.

### 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

- [Payments and refunds](https://grandnode.com/sales-payments)
- [Shipments and tracking](https://grandnode.com/sales-shipments)
- [Editing, cancelling and deleting orders](https://grandnode.com/sales-editing-orders)

- [Web page](https://grandnode.com/sales-order-statuses)