Order Statuses
Order statuses
At a glance: Read the Status column to see where an order is, then check any Exception to see what it needs.
Overview
Status, exception, and tracking answer different questions. Status shows where an order is in fulfillment. An Exception explains why it cannot move forward. Tracking shows courier movement after dispatch.
The path depends on the order type and your account setup. Orders can skip steps or wait in one status for a while.
Quick start
- Open Orders → Orders List.
- Read the Status column.
- Open the order to check its status and available actions.
- Read any Exception shown with the order.
- Use the Status filter to list orders at one stage.
The Orders list offers the statuses that apply to that list. Return statuses appear in the Returns area.
Status reference
Order number prefixes
Letters at the start of an order number mark the order type or an account prefix. They are not statuses.
Forwarding a quarantined return item creates a new outbound order whose number starts with QS. That order then follows the normal outbound statuses.
Outbound statuses
These statuses cover an outbound order from creation to fulfillment.
| Status | What it means | What to do |
|---|---|---|
| Incomplete | Required information is missing, or a decision is needed | Open the order and complete the flagged fields or exception |
| [pref som_via_automation_rules] | ||
| Pending Approval | The order is ready and waits for approval | Use Approve, or let Automation Rules handle it |
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| Pending Approval | The order is ready and waits for approval | Review the order, then use Approve |
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| Pending Fulfillment | The order is approved and waits for warehouse processing | Read any exception, then allow processing time |
| Out for Pick Pack | The warehouse is picking or packing the order | Wait for the next update |
| Packed (Awaiting Courier) | The package waits for courier collection | Wait for the courier to collect or scan it |
| Labels Generated | Shipping labels exist for the order | Wait for warehouse processing or handoff |
| Fulfilled | Fulfillment is complete | Open Tracking for delivery updates when available |
| Expired | The shipping label expired before handoff | Regenerate the label when the order offers it |
| Pending Manifest | A FIC child waits to join a master shipment | Wait for the master shipment to be manifested |
| Manifesting | The master shipment is being manifested with the courier | Wait for the courier response |
| Manifested | The master shipment is manifested | Wait for dispatch and fulfillment |
If approval does not start, read the exception. Common causes include insufficient funds, unavailable stock, a missing courier or packaging item, a duplicate reference, or an account restriction.
Paused orders
| Status | What it means | What to do |
|---|---|---|
| On Hold | Processing is paused before the order is dispatched | Read the exception, correct the order details, then save. Contact your Account Manager if the hold stays |
When the order can still be edited, the detail page offers Edit and Approve. It opens the edit form for the paused order.
Cancellation statuses
| Status | What it means | What to do |
|---|---|---|
| Pending Cancellation | Cancellation was requested and waits for warehouse confirmation | Wait. The warehouse may confirm or reject the request |
| Canceled | The order will not be fulfilled | No action is needed |
Some Parcel Forwarding accounts can cancel a fulfilled order while no tracking movement is recorded and no invoice exists. If the courier later reports movement, the order returns to Fulfilled.
Return statuses
These statuses appear on return orders and return items. See Return Orders.
| Status | What it means | What to do |
|---|---|---|
| Pending Receipt | The return is on its way to the return location | Wait for the warehouse to receive it |
| Received | The items arrived and were recorded | Review the return items and choose how to handle them |
| Rejected | The warehouse or FedEx rejected the return | Read the reason, then contact your Account Manager |
Partner fulfillment
| Status | What it means | What to do |
|---|---|---|
| Fulfilled by intermediary 3PL | A partner warehouse recorded fulfillment | Monitor tracking when the partner provides it |
Status flow
These diagrams show common paths. Order types and warehouse setup can change them.
Standard order flow
Incomplete → Pending Approval → Pending Fulfillment → Out for Pick Pack → Packed (Awaiting Courier) → Fulfilled
With manifesting (FIC orders)
Packed (Awaiting Courier) → Labels Generated → Pending Manifest → Manifesting → Manifested → Fulfilled
Return flow
Pending Approval → Pending Receipt → Received → restock, forward, or dispose
Cancellation flow
Before warehouse processing: Canceled
After warehouse processing: Pending Cancellation → Canceled, or back to processing
Exceptions and actions
Exceptions
An exception explains why an order cannot move forward. These are the common ones with a client step. See Status Codes for the full list.
| Exception | What it means | What to do |
|---|---|---|
| Out of stock | One or more items are unavailable at the warehouse | Wait for restock, or cancel and order later |
| Insufficient funds | The available balance does not cover the order | Top up the balance, then approve again |
| No shipping option | No courier or service matches the order | Change the courier or contact your Account Manager |
| Validation error | Order or item data failed validation | Edit the order and fix the flagged fields |
| Source address is invalid | The ship-from address is incomplete or invalid | Edit the order and correct the source address |
| Duplicate | The order matches another order | Check both orders, then cancel the duplicate if confirmed |
| Does not meet courier requirements / restrictions | The shipment breaks the selected courier's rules | Change the courier or adjust weight, dimensions, or destination |
| Courier is not available for your account | The courier is not set up for your account | Choose another courier or contact your Account Manager |
| Items are not valid | Item data fails shipping or customs checks | Edit the SKU, description, or customs values |
| Label expired | The label passed its valid-until date before pickup | Regenerate the label when the order offers it, or contact your Account Manager |
| Packaging cost requires approval | One packaging plan has a lower modeled cost and needs a decision | Choose Approve this order anyway or Allow this exact packaging pattern |
No label is purchased before you decide on a packaging cost approval.
Status and actions
Actions appear on the order when its state, type, and your access allow them. A disabled action shows its reason on hover.
| Action | When it appears |
|---|---|
| Approve | Pending Approval, when the order passes the approval checks |
| Cancel Order | An order that is not packed, with no invoice and no tracking. Warehouse orders wait for confirmation |
| Edit | While the order details can still change |
| Edit and Approve | An On Hold order with editable details |
| Delete | A canceled order that was never sent to the warehouse |
| Regenerate | A label problem, when your account and courier allow regeneration |
| Return order options | A fulfilled order, when returns are enabled for your account |
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Order stays in Pending Approval | An approval check did not pass | Read the exception, correct the order, then approve again |
| Order stays in Pending Fulfillment | Validation, courier, or label processing is pending | Read the exception, apply the stated fix, then allow processing time |
| Cancel Order is missing | The order is packed, invoiced, tracked, or not cancelable for its type | Check the status. Contact your Account Manager if the order must be stopped |
| Order stays in Pending Cancellation | The warehouse has to confirm the request | Wait for the decision. The warehouse may reject the cancellation |
| Label expired before pickup | The pickup happened after the label's valid-until date | Regenerate the label when the order offers it |
| A status is missing from the filter | The list offers only the statuses that apply to that list | Check the Returns area for return statuses, or open the order |
| Exception says Out of stock but stock exists | Stock is allocated to other orders or not yet received | Check Inventory or contact your Account Manager |