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How to change an Order Status in Auctiva Commerce

The Order Status is a critical part of processing orders. When an Order Status is changed, it can trigger Auctiva Commerce to send the customer an email message that updates the customer on the status of their order. Order Status also serves the merchant by displaying the current state of the order, signifying what needs to happen next to complete the order.

How to change an Order Status

A change to an Order Status is triggered by payment or shipping transactions performed by either the merchant, integrated billing processor or integrated shipping carrier. This means that merchants who use integrated billing processors and shipping carriers will not have to manually change Order Status as often as a merchant who uses only manual methods.

Step 1. View an Order Summary.

If the Order Manager page is not displayed, click on the Orders button on the top right hand of Auctiva Commerce administration. This is the Order Manager page.

  • Find the order to change and click on the details link of the order. This links goes to the Summary page of the order. If you can't find an order in the Order Manager, change the Date Range and make sure Order Status, Payment Status and Shipment Status fields are each on the "All" option.
Step 2. Change the Order Status.
  • Locate the Tasks field in the Order Summary page.
  • Tasks: Choose the appropriate option (see below) and click on the Enter icon to the right of the field.

This completes the task of changing an Order Status. Remember that email notifications are often times triggered when an Order Status changes. Go to Admin> Email> Templates to see the triggers for the default emails in Auctiva Commerce.

How to change the Order Status for multiple orders

The Order Manager page can change the order status for multiple orders at once. This can be a real time saver when multiple orders are processed together.

Step 1. Change the Order Status for multiple orders.

If the Order Manager page is not displayed, click on the Orders icon on the top right hand of the Auctiva Commerce administration. This is the Order Manager page.

  • Find the Order Numbers that need to be changed to the same Status Update. Use the Search tool if necessary. Read the "How to search for an Order" tutorial for more details on searching for orders.
  • For each Order Number that should be changed, check the box on the left of the order. If you want to check all orders in the Order Manager, check the box in the header of the Order table.
  • Update Selected Orders: Choose the relevant Order Status option from these choices:
    • Shipment Pending: This status means that the order is pending shipment to the customer. Typically, this status is reached when the payment has been completed, but the shipment hasn't been sent to the carrier for delivery to the customer.
    • Completed: This status means that the order has been completed. This status is reached when the payment and shipment have been successfully processed.
    • Problem: This status means there is a problem with the order. This status is reached when a problem with the payment method has occurred or if there are any other issues that are keeping the order from reaching the Completed Status.
    • Cancelled: This status means that the order has been cancelled. This status is reached when either the store owner or custom unexpectedly cannot fulfill the order.
    • Fraud: This status means that the order is fraudulent. This status is reached when an order is placed deceitfully.
  • Click on the Enter icon to change the Order Status for each order.

This completes the task of updating the Order Status for multiple orders. Again, this is a handy feature when a merchant manually processes a batch of orders. Use the Order Status updates to keep informed on an order's progress. Using the Search tool, a merchant can filter orders by Order Status. This will provide a complete view of orders that are at relatively the same stage of being processed. To learn more about advancing these orders to the Completed status see the Related Content section below for the Payment Processing and Shipment Processing tutorials.

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