Order Status & Workflow

Orders move through different statuses as they progress from creation to shipment. Understanding order statuses helps you track order progress, identify bottlenecks, and manage your fulfillment workflow effectively.

Quick Reference

Order statuses appear in the Status column of the Orders list. Each status has a visual indicator (badge) to help you quickly identify order state at a glance.

How to Use Order Statuses

1. Order Created

   When an order is created (manually or imported), it starts in Pending status. The order is validated and ready for processing.

   • Shipping method is configured

2. Pending to Processing (Automatic or Manual)

   Requires WMS configuration. When enabled, the system moves orders from Pending to Processing automatically when:

   • Inventory is available for all items
   • Order validation passes
   • No holds or errors exist

   If automatic transition is not enabled, you can move orders from Pending to Processing manually from the WMS.

3. Processing

   In Processing status, warehouse staff:

   • Pick items from bins
   • Pack orders
   • Prepare for shipment
   • Generate shipping labels

4. Shipped

   Once shipping label is printed and tracking assigned, order moves to Shipped status. This is the final status for successfully fulfilled orders.

Main Order Statuses

These are the primary statuses orders move through during fulfillment:

Pending

Orders waiting to be processed. Ready for fulfillment once inventory is available and validated. Orders automatically move from Pending to Processing when conditions are met.

Processing

Orders actively being picked, packed, and prepared for shipment in the warehouse. Inventory is allocated and items are being gathered.

Shipped

Orders that have been shipped to customers with tracking numbers assigned. Final status for successfully fulfilled orders.

Backorder

Orders with items out of stock. These orders wait for inventory to be replenished before they can be processed.

Hold

Orders temporarily paused from processing. Can be released when ready to resume. Inventory may be reserved depending on hold type.

Stand By

Long-term hold status that does not reserve inventory. Orders in Pending, Hold, Backorder, or Network Backorder can be placed on Stand By. Does not reserve inventory.

Network Backorder

Orders waiting for inventory from multiple warehouses or network locations. Used when fulfillment requires coordination across distribution centers.

Cancelled

Orders that have been cancelled and will not be fulfilled. Cancelled orders cannot be restored.

Divided

Orders split into multiple shipments when items are fulfilled from different locations or at different times.

Additional Status Types

The system also tracks these specialized statuses:

Low Balance

Orders on hold due to insufficient account balance. Add funds to your account to release these orders.

Editing

Orders currently being edited by a user. Prevents other users from editing simultaneously.

Dropship

Orders fulfilled by dropshipping partners. Managed through dropship workflow.

Returned by carrier

Shipments returned by the carrier. Requires review and potential reprocessing or refund.

Order Status Workflow

Alternative Workflow Paths

Orders don’t always follow the standard path. Here are common alternatives:

Pending → Hold:

• Manual action to pause processing
• Used when waiting for payment, customer confirmation, or special instructions
• Can be released to resume normal workflow

Pending or Processing → Divided:

• Happens when order must be split into multiple shipments
• Can be done from Pending or Processing status
• Can occur due to inventory location, weight limits, or shipping rules
• Creates multiple child orders for fulfillment

Automatic Status Transitions

ShipEdge automatically changes order statuses based on conditions. You need to activate the automatic status transitions in the settings.

WMS Configuration Required

Automatic status transitions only work when configured in the WMS (Warehouse Management System). Without WMS configuration, orders will not move automatically between statuses (for example, from Pending to Processing).

Pending to Processing

The system automatically moves orders from Pending to Processing when:

Requirements:

• Order status is Pending
• Inventory is available for all items
• Shipping method is configured
• Account has sufficient balance

Process:

1. System checks order eligibility
2. Validates inventory availability
3. Selects bins for items
4. Allocates inventory
5. Updates order status to Processing
6. Triggers webhooks
7. Updates integrated platforms (e.g., Magento)

Timing: This happens automatically through background jobs that process pending orders continuously.

Manual Status Changes

You can manually change order statuses through various actions:

From Orders List

Put on Hold:

• Select orders in Pending, Backorder, or Stand By status
• Choose “Put on Hold” from the Actions menu
• Changes status to Hold

Put on Stand By:

• Select orders in Pending, Backorder, Hold, or Network Backorder status
• Choose “Put on Stand By” from the Actions menu (with info icon explaining: long-term hold that does not reserve inventory)
• Changes status to Stand By

Release Hold/Stand By:

• Select orders in Hold or Stand By status
• Choose “Release Hold/Stand By” from the Actions menu
• Requires shipping method to be configured (orderShipMethod_original and shipping_carrier_original)
• Returns orders to previous status (usually Pending)

Cancel Orders:

• Select orders in Pending, Backorder, Error, Returned by carrier, Network Backorder, Hold, or Low balance
• Choose “Cancel Orders” from the Actions menu
• Changes status to Cancelled
• Cannot be undone

Apply Alternatives:

• For backorders only
• Choose “Apply Alternatives” from the Actions menu
• May change status from Backorder to Pending if alternatives are available

Send what’s available:

• Select orders and choose “Send what’s available” from the Actions menu
• Ships partial orders when full fulfillment is not possible

Route Orders / Cancel Routing (accounts with distribution center only):

• “Route Orders” assigns orders to distribution centers
• “Cancel Routing” removes routing assignment

Divide Network Backorder (accounts with logistic centers only):

• Splits Network Backorder orders across available warehouses

From Order Edit

Edit Order:

• Editing an order changes status to Editing
• Prevents other users from editing simultaneously
• Returns to original status after saving

Complete Edit:

• Finishing edits restores original status
• Or moves to next appropriate status based on changes

Status Restrictions

Some statuses prevent certain actions:

Cannot Edit:

• Processing - Order is being fulfilled
• Shipped - Order already shipped

Cannot Cancel:

• Processing
• Shipped
• Orders already in cancel process

Cannot Release:

• Orders not in Hold or Stand By status
• Orders with missing shipping method information

💡 Best Practices

Monitor Status Changes

Regularly review orders in different statuses to identify bottlenecks. Use status filters to focus on specific workflow stages.

Address Errors Quickly

Check Error status orders daily. Fix issues promptly to keep orders moving through the workflow.

Review Hold Orders

Check Hold status orders regularly. Release them promptly once issues are resolved to maintain workflow efficiency.

Track Backorders

Monitor Backorder status closely. Coordinate with inventory team to prioritize replenishment for backordered items.

Understand Restrictions

Know which actions work for which statuses. Trying to edit or cancel orders in wrong statuses causes errors.

Use Status Filters

Combining different status filters can help you quickly access “All Pending Orders” or “Orders on Hold” with one click.

Troubleshooting

Order Stuck in Pending

Problem: Order remains in Pending status and doesn’t move to Processing.

Possible Causes:

• Insufficient inventory
• Missing shipping method
• Account balance too low
• Order validation errors
• Procedures blocking processing (No Mix, etc.)

Solution:

• Check inventory levels for order items
• Verify shipping method is configured
• Review account balance
• Check for error messages or validation issues
• Review order details for missing information

Order Status Changed Unexpectedly

Problem: Order status changed without manual action.

Possible Causes:

• Automatic processing job ran
• Background workflow executed
• System validation triggered status change
• Another user performed action

Solution:

• Check order activity history
• Review recent system actions
• Verify automatic processing settings
• Check with team members about manual changes

Cannot Change Status

Problem: Unable to change order status manually.

Possible Causes:

• Order is in status that doesn’t allow that action
• Order is being processed by system
• Insufficient permissions
• Order locked by another user

Solution:

• Verify order is in correct status for desired action
• Wait for automatic processing to complete
• Check user permissions
• Ensure no other user is editing the order

Status Not Updating

Problem: Status doesn’t update after action.

Solution:

• Refresh the page to see latest status
• Wait a few seconds for system to process
• Check for error messages
• Verify action completed successfully
• Review order activity log

Related Documentation

• Orders Overview - Learn how to view and navigate orders
• Editing Orders - Edit orders in specific statuses
• Managing Orders - Bulk actions that change statuses
• Creating Orders - Orders start in Pending status

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Next Steps: After understanding order statuses, learn about Managing Orders to perform bulk actions that change order statuses efficiently.