Know what each order status means
An order has two separate labels: its status, which says where it is in your process, and its payment, which says how much of it is paid.
The statuses
Section titled “The statuses”| Status | What it means |
|---|---|
| Draft | Being built. Holds no stock. |
| Pending confirmation | Arrived from a sales channel and waits for you to accept it. Holds no stock. |
| Confirmed | Accepted. Stock is held, and anything short has gone to production. |
| In production | Something on the order is being made. |
| Ready to ship | Packed and labeled, waiting for the carrier. |
| Partially shipped | Some parcels have left and some lines still have units to send. Keelvy sets this itself. |
| Shipped | Everything has left. |
| Delivered | The customer has it. |
| Closed | Finished. |
| Canceled | Called off. Stock held for it is released. |
| Refunded | Every line has been returned or refunded. |
A status an order can never reach is not shown in the status lists. The payment label is separate: Unpaid, Partially paid, Paid, Refunded or Overdue.
How an order moves
Section titled “How an order moves”- Confirm order takes a draft or a pending order to Confirmed.
- Dispatching a shipment moves it to Partially shipped or Shipped, depending on what is left. When a carrier label exists, the carrier’s own scans do this for you.
- On the Board view, drag a shipped order to the Delivered column, and a delivered order to Closed. Those are the only status moves you make by hand besides confirming.
- Cancel order works until the order is ready to ship. After parcels have left, use a return or a refund instead. See Record a return or cancel an order.
The other statuses are reached by doing something (producing, packing, shipping), not by picking them from a list, so nothing skips a check.
Add a step of your own
Section titled “Add a step of your own”- Open Settings → Statuses and choose Order statuses.
- Click Add status, type a name (for example Awaiting deposit), and choose the built-in status it sits Inside.
- Click Add.
A status you add lives inside a built-in one, so every rule that reads the built-in status keeps working. You can also rename any status, change its color, reorder it and hide it from the board with Show on board. Renaming never changes the status’s internal code, so documents, channel mappings and reports keep working.
To delete a status you added, first move every order that carries it to another status. Order statuses are one of the small lists that are deleted for good, not archived, and the confirmation says so. See Archive and restore.
Your own statuses show up in the Accept into list when you confirm an order, if they sit inside Confirmed. A sales channel can also land its orders there. See Create an order and confirm it.
See orders three ways
Section titled “See orders three ways”The orders list has Table view, Board view and Timeline view. The timeline draws each order against the calendar by its ship date, so what is late is one look rather than a sort. Changing an order’s status on the board needs edit access.