Orders — Statuses

Orders have a warehouse workflow status that indicates where they are in the fulfilment lifecycle.

Status list

Common statuses include:

• New: order is created/imported but not yet started.
• Picking: picking/packing has started.
• Fulfilled: the order has been fulfilled/packed (often implies a shipment exists).
• Despatched: the order has left the warehouse (commonly used for external fulfilment).
• In transit: carrier has it and tracking indicates movement.
• Out for delivery: carrier is delivering.
• Delivered: delivered state exists but is not always used directly.
• Complete: order is considered complete (often set when tracking is delivered).
• Cancelled: cancelled orders do not progress further.

For unshipped orders, cancelling also triggers shared cleanup of unshipped allocations, picked metadata, and outstanding reservation demand.

What changes the status

Printing packing documents

Printing a packing slip (or packing + delivery) will move an order from New → Picking.

This is intentional: printing is treated as “starting fulfilment”.

Bulk “Update order status”

The bulk action Update order status changes only the order status.

Important:

• It does not create shipments.
• It does not deduct stock.
• If you bulk-set status to Cancelled, ParcelPilot first runs the shared cancellation cleanup for each order.
• For eligible unshipped orders, that cleanup can delete unshipped allocations, clear picked metadata, reset picking state, and release reservation demand.
• If one order fails cancellation cleanup, the other selected orders can still continue.
• Shipped or deducted orders are not automatically restocked by this action.

What the cancelled status means operationally

For unshipped orders:

• reservation may be released
• picked or on-pick serial metadata may be cleared
• stock propagation, when needed, is emitted as order_reservation_released

For shipped or already deducted orders:

• the status can still be changed for operational tracking or audit reasons
• ParcelPilot does not use cancellation to reverse shipment deduction automatically

Shipment creation and tracking

When a shipment’s tracking status changes to:

• In transit → the order can be updated to In transit
• Out for delivery → the order can be updated to Out for delivery
• Delivered → the order is updated to Complete

Notes:

• Order status updates from tracking are designed to never “go backwards”.
• Cancelled orders are never auto-updated by tracking.
• If an order is part of a merged group, tracking-driven status updates apply to the whole group.
• In the default Orders list, operationally closed orders are hidden unless you enable the closed-orders view. This includes completed orders, orders whose warehouse status is refunded, and orders whose channel_status is refunded. This is a UI-only filter; the stored operational status and Monthly Operations inclusion are not changed.

Bulk “Mark as shipped (external)”

Use Mark as shipped (external) when an order was shipped outside the platform but you still need Parcel Pilot to:

• Complete fulfilment by deducting inventory
• Optionally create a basic Shipment record marked as an external shipment
• Optionally set the order status to Despatched

If you select exactly one order, you can optionally store a tracking number on the created shipment record.

See: Manual fulfilment: External shipment vs external collection

Bulk “Mark as collected (external)”

Use Mark as collected (external) when an order is collected by the client (or their courier) and you still need ParcelPilot to:

• Complete fulfilment by deducting inventory
• Optionally create a basic Shipment record marked as an external shipment
• Optionally set the order status to Despatched

If you select exactly one order, you can optionally store a collection reference on the created shipment record.