An Order's status is a single badge that the system calculates automatically. Nobody sets it by hand. It is worked out from two things: how many of the ordered products have been matched up (allocated), and how much of the required compliance evidence has been provided. The status appears on the Orders list and on the Order Overview.
What drives the status
The Order status is calculated automatically from two underlying measures. It is not a setting you choose:
Product allocation: whether the products that fulfil the Order have been matched up (allocated), and whether every product type is allocated to 100%. Products are usually allocated automatically through traceability events.
Compliance evidence: whether the Order has compliance requirements and, if so, whether their evidence has been provided and completed. An Order with no requirements is treated as compliant.
The statuses you may see
An Order moves through these statuses as its allocation and compliance are completed. The status is calculated from the combination of how complete each side is:
Status | What it means |
Pending data | Nothing has been done yet. No products are allocated and no evidence has been provided. This is the starting point for a new Order. |
Pending products | Some evidence has been provided, but no products are allocated yet. Allocate products to move forward. |
In progress | Both sides are partway done, for example some evidence is generated and products are partially allocated. Continue completing both. |
Compliance in progress | The products are fully allocated, but the compliance evidence is only partly complete. Add or complete the required evidence. |
Products in progress | The compliance evidence is complete, but the products are not yet fully allocated (not every product type is at 100%). Finish allocating products. |
Complete | All product types are fully allocated and the compliance requirements are complete (or none were needed). |
Note: An order with no evidence requirements and no product types to allocate can show as Complete straight away, because both sides are vacuously satisfied.
The status moves automatically, in both directions
Because the status is calculated, it moves on its own as you change the Order. Adding products or evidence moves it forward; removing them moves it back. An Order that reached Complete can drop back to an earlier status if evidence is later removed. There is no locking and no final or closed state.
Important: There is no draft, approval, accept, reject or cancel workflow for Orders. The status only reflects allocation and evidence completeness; it is never a step you approve or sign off.
Order Stage is a separate, manual control
Status is not the same as Stage. Stage is a logistics setting that you do set by hand: Created, Packed, Dispatched, Received. Unlike status, Stage has no rules, so you can move to any stage in any order. Setting the stage to Dispatched records a dispatch timestamp. The Stage control only appears for users with edit rights on the Order.
Who can change the status, and where it is shown
You do not change the status directly. It changes as a by-product of editing the Order (allocating products, adding evidence), so view-only users cannot move it. Every change is written to the Order's History log with the name of the user who made it. The status itself is shown on the Orders list and on the Order Overview. For allocating products, see How do I allocate products to an Order, including manual batches?