Guide: Order Status Lifecycle (Received, Pending, Done, Delivered)

A

The basics: two layers of status

Bill status and item status — two different things that are often confused

A1. Two layers of status: bill and item

There are two separate layers of status, and they are not always the same:

Bill status

One status for the whole bill — the yellow/green/blue buttons you press on the bill page.

Item status

Every item line has its own shelf — which piece of work is being done to it.

These are the bill statuses you will see:

Bill statuses and how they look on the Order Summary page
Status	Meaning	How it looks on the bill page
Received	The order has been taken. Work has not started or is not finished.	Yellow border around the bill title
Pending	On hold — work has been paused. Optional only: used when an order cannot proceed.	Red band behind the bill title
Done	The work is finished, but the goods have not been handed over yet.	Green border around the bill title
Delivered	The customer has received the goods. The order is closed.	No border — red if a balance is still due
Void	The bill was cancelled or merged into another bill.	No status buttons
Recalculate	The bill is parked while it is being edited.	No status buttons

Every new bill starts as Received

That includes orders your customers place themselves through the booking page, and orders keyed in at the counter. Bills are opened from Orders → All Orders, or from Orders → Stations.

A2. Item status (shelf) — the second layer

Besides the bill status, every item in the bill has its own shelf. The shelf answers “where is this piece of work right now?”, while the bill status answers “is this order finished or not?”.

The shelves you set up under Settings → Shelf / Process come in two kinds, and the difference between them decides whether a bill can advance to Done by itself:

Shelf	Meaning
Pending	The item has not been started.
QC	Waiting for quality check.
Process	Work is actually being done at that station — for example Gosok, Keringkan, Bungkus, Hantar Cuci, Spotting, Promoted, Cleaning.
Location	The work is finished and the item is only stored there — for example rack A, B, D, G, H. It is not work in progress.
Delivered	The item has been handed to the customer.
Returned	The customer returned the item (Delivered bills only).

Location vs Process — the most important distinction

Process means work is being done. Location means the work on that item is finished and it is simply stored there.

That is why a bill can only mark itself Done when all of its items sit on Locations — if any item is still on a Process (or on Pending/QC), the bill stays at Received because the work is not finished.

Why the shelf matters

An item sitting on a Process shelf, Pending or QC does not appear in the job list on the Orders → Stations page. The shelf is how shop-floor work gets reported back to the system.

The shelf list on a Received bill. Note there is no Returned option — returns only become available once the bill is Delivered. — The shelf list on a **Received** bill. Note there is no **Returned** option — returns only become available once the bill is Delivered.

A3. One-way flow

The normal flow of an order is only two steps:

Received → Done — the work is finished. This is the normal procedure.
Done → Delivered — the customer has received the goods.

Normal flow

Received → Done → Delivered. This is what happens to almost every order.

Pending — optional only

Received → Pending → Done (or straight to Delivered). Only when an order is stuck.

Pending is not part of the normal flow. It is used only when an order cannot proceed — waiting for the customer to confirm something, or a problem outside the normal S.O.P while handling that order.

No shortcut backwards

The status buttons will not let you go back. To reverse a bill, use the method in Part D1.

The UI and the API are not equally strict — by design

The bill page allows Received → Delivered directly (that is how the Automatically Mark New Order As setting works). The API and the Copilot, on the other hand, only allow one step at a time — Received may only go to Pending or Done.

B

What is enabled and what is locked

The full list of actions at each status

B1. Summary table

Actions available at each bill status
Action	Received	Pending ⁴	Done	Delivered
Status buttons shown	Pending · Done · Delivered ³	Done · Delivered ³	Delivered only	None
Change an item's shelf	Yes	Yes	Yes	Returned only
Assign staff (item & bill)	Yes	Yes	No	No
Get By date	Yes	Yes	Read only	Read only
Edit button	Yes ¹	Yes ¹	Yes ¹	Needs the editdelivered permission
Submit E-Invoice	—	—	Yes ²	Yes ²
Take a payment	Yes	Yes	Yes	Yes
Add items, notes & tags	Yes	Yes	Yes	Edit first
Merge or void a bill	Yes	Yes	Yes	Yes

¹ Subject to the bill-editing permissions (paid / balance). ² If E-Invoice is enabled and the “paid bill only” condition is met. ³ If Force Received → Done → Delivered Flow = Yes, the Done and Delivered buttons are hidden at Received and Pending. ⁴ Pending is optional — not a normal step in the order flow.

Void and Recalculate are not in this table

Both of those statuses close off every action above — see Part E.

B2. Status buttons at each stage

The buttons on the bill page change with the current status. The bills below are the same order, followed from Received through to Delivered — with Pending shown last, because it is optional rather than a normal step.

Received — yellow border. Done and Delivered are available; Pending too, if you need it. — **Received** — yellow border. Done and Delivered are available; Pending too, if you need it.

Done — green border once the work is finished. Only the Delivered button remains. — **Done** — green border once the work is finished. Only the Delivered button remains.

Delivered — no status buttons at all. The order is closed. — **Delivered** — no status buttons at all. The order is closed.

Pending — red band. Optional status, used only when an order cannot proceed. Only Done and Delivered remain. — **Pending** — red band. *Optional status*, used only when an order cannot proceed. Only Done and Delivered remain.

B3. What happens automatically

Several things happen by themselves when a bill moves from Received/Pending to Done or Delivered:

Staff commission is calculated and locked in for every completed job.
Stock is deducted and the Cost of Goods Sold is posted to the accounts.
If the bill was a proforma (S.O.), it is converted into a real Invoice with the Receivable and tax entries.
A customer message is sent per status — Pending, Received, Done (ready for pickup or ready for delivery) and Delivered. Each has its own editable template in the settings.

A Received bill advances to Done by itself — only when every item is on a Location

If the bill is at Received and all of its items sit on a Location shelf (not one of them on a Process, Pending or QC), the Done button is pressed for you and the bill becomes Done.

If any item is still on a Process shelf, this does not happen. The bill stays at Received — because work remains — until the last item leaves the Process shelves and lands on a Location. Both behaviours are intentional.

C

Moving a bill forward

The normal flow is two steps — Pending is optional

C1. Received → Done — the normal step

This is the step used most often. Done means the work is complete, but the goods have not been handed to the customer yet.

The order moves straight from Received to Done — Pending is not required.
If Force Received → Done → Delivered Flow = Yes, the Done button only appears once every item sits on a Location shelf — none of them still on a Process, Pending or QC.
After Done, only the Delivered button is left.
This is the stage at which to tell the customer the order is ready — either for self-pickup or for delivery.

C2. Done → Delivered — the order is closed

Delivered means the customer has received the goods.

Every item not already marked Delivered gets the Delivered shelf, and the delivery date is recorded.
If there is still an outstanding balance, the system takes you to the payment page first, before closing the bill.
A Delivered bill with a balance still due is shown with a red band — a reminder that the money has not come in.
Payments can still be taken after Delivered — important for account customers who settle later.

C3. Pending — when an order cannot proceed

Pending is optional. It is not part of the normal Received → Done → Delivered flow. Use Pending only when an order is genuinely stuck:

Waiting for the customer to confirm or decide something — the items, the price, or permission to clean.
A problem outside the normal S.O.P that stops the work from starting.

When a bill is marked Pending:

Items that have not started are given the Pending shelf — they will not appear in the Stations job list.
Pending bills appear on Orders → Pendings, together with a reminder message you can edit and print.
From Pending, a bill can go straight to Done — or straight to Delivered.

Do not make Pending a habit

If the order can proceed as normal, move it to Done. A bill left at Pending does not appear at the Stations and will not advance to Done by itself.

C4. Orders → Stations (production)

Most day-to-day work actually happens on the Orders → Stations page, not on the bill page. That is where staff see the jobs to be done and change item shelves.

A job card at Stations. The Done button appears first; Delivered follows once the bill status becomes Done. — A job card at Stations. The **Done** button appears first; **Delivered** follows once the bill status becomes Done.

From the same card, staff can also push a bill forward — so you do not have to open each bill one by one during busy hours. For the fastest way to record the current process at a station — the Quick Shelf / Process button and QR tag scanning — see Part F.

D

Reversing and returns

Two special situations that do not follow the normal flow

D1. Reversing a Delivered bill back to Received

There is no status button for this — Delivered is the end of the line. The method is Edit → re-checkout:

Open the bill and press Edit (or Request Edit if you do not hold the permission).
Change whatever needs changing on the order screen — items, quantity, price, dates.
Press Checkout again.

The system reuses the same bill number and sets its status back to Received — the bill reappears in the Received counts and in the Stations job list.

Requirement	Detail
Permission	For a Delivered bill the Edit button only appears to users holding the editdelivered permission. Without it, the Request Edit button appears and the request needs a supervisor's approval first.
E-Invoice	A bill whose E-Invoice has already been submitted cannot be edited at all, so it cannot be reversed this way.

A Delivered bill — the Edit button is available to a user holding the editdelivered permission. — A **Delivered** bill — the **Edit** button is available to a user holding the editdelivered permission.

The same Delivered bill without that permission — only Request Edit is offered. — The same **Delivered** bill without that permission — only **Request Edit** is offered.

Two things to watch out for

1. Item shelves are not reset. Items already marked Delivered stay Delivered, and their shelf dropdown becomes locked on the bill page (because the bill is no longer Delivered). Those items have to be adjusted through the process (⋯) button or the return route.

2. The bill can bounce straight back to Delivered. If Automatically Mark New Order As is set to one of the “Delivered” options, a bill that has just become Received will be closed as Delivered again by itself. To reverse in that situation, change that setting first.

An item row on a Delivered bill: the shelf reads Delivered, and the shelf control plus the Assign column can no longer be changed at this stage. — An item row on a **Delivered** bill: the shelf reads Delivered, and the shelf control plus the Assign column can no longer be changed at this stage.

D2. Returns can only be made from a Delivered bill

A return means the goods reached the customer and came back — so it is only available once the bill status is Delivered. On a Received, Pending or Done bill there is no return option on the bill page at all.

There are two routes, and each needs a different permission:

Route	Where	Permission required
Change an item's shelf to Returned	Bill page → item shelf dropdown	oreturnfromdelivered
Credit note from the delivered items list	Orders → Delivered Items	delivereditems

The shelf dropdown on a Delivered bill — only Returned is offered, because a return has to happen after the goods were handed over. — The shelf dropdown on a **Delivered** bill — only **Returned** is offered, because a return has to happen after the goods were handed over.

The return dialog on the Delivered Items page — pick the item, quantity, reason and the percentage of value to return. — The return dialog on the **Delivered Items** page — pick the item, quantity, reason and the percentage of value to return.

When a return is recorded:

The item is marked with the Returned shelf and the stock comes back in through a “Returns” movement.
The returned value is credited against the Receivable account, and the tax is adjusted.
Any points bought for that item are marked as Returned.
Partial returns: the original line is reduced and the remainder stays Delivered.
The return bill uses a number ending in re — and bills like that cannot be merged with others.

After a return

A Get Return button appears on the bill page, and a “Returned Items” list is printed with the bill — so the customer can see what was returned.

E

Special cases and settings

Void, Recalculate, and the two settings that change everything above

E1. Void — a cancelled bill

Void is not an option in the status list. It happens automatically when:

Two or more bills are merged — the losing bill becomes Void; or
An order is deleted from the order screen.

The bill total is set to 0 and it is removed from every report and dashboard.
A bill whose E-Invoice has been submitted, or whose number ends in re, cannot be merged.

A Void bill — the status buttons are gone, but the bill survives as a record and can still be opened for reference. — A **Void** bill — the status buttons are gone, but the bill survives as a record and can still be opened for reference.

E2. Recalculate — a temporary status

Recalculate is a status the system sets by itself while a bill is being edited, or when a D.O. is removed from an invoice.

All status buttons are disabled while the bill is in this state.
The bill drops out of the Received, Done and Delivered counts, and appears in the “bill(s) should be recalculated” notice on the All Orders page.
The bill turns back into Received as soon as the checkout is completed.

E3. Settings that change the flow

Two settings under Settings → General → Orders And Bills change almost everything described in this guide:

Setting	Options	Effect
Automatically Mark New Order As …	Received (Invoice) · Received (Proforma Invoice) · Delivered except for D.O. · Delivered including D.O. · Delivered only if paid	Decides the status of a new bill, and whether the bill is closed immediately after checkout.
Force Received → Done → Delivered Flow	Yes · No	If Yes, progress must be one step at a time — the Done and Delivered buttons stay hidden until their turn.

Where the two settings live. The values shown here are only an example — the real values depend on each shop’s own setup. — Where the two settings live. The values shown here are only an **example** — the real values depend on each shop’s own setup.

Before reporting something as a problem

These two settings are why two shops can see different buttons on the same kind of bill. Check them first.

F

Fast recording: process & shelf

The quickest ways to mark work on the shop floor — without opening each bill

F1. At Stations: set it once, tap per item

The Orders → Stations page is the fastest place to record the current process, especially when a bill has many items.

Set it once: open the ⚙ Station Settings and choose a Quick Shelf / Process — a Gosok station picks “Gosok”. The choice is stored in that browser and survives a reload.
Tap the quick button on each item row. One tap records that item at the chosen shelf/process. The button changes colour once the item is already at that shelf — so you can see at a glance what is left.
Or use the shelf dropdown on the item row to pick any other shelf/process, including Pending, QC or Delivered.

Every shelf change will:

Record the item's shelf, and assign that item to the user who tapped it.
Record the process commission for that staff member, when the shelf is set up as a process for that item.
Send the item status to the customer over WhatsApp (when enabled).
Re-check whether the bill can now advance to Done by itself.

Shop-floor tips

The filters (period, status, category, process, item and order date) and the layout are stored in the browser, so each station can be left on its own fixed view. Maximise hides the menu for a touch screen, and Display Queue can open the waiting list on a second screen. The page also refreshes itself about every 10 seconds and sounds a bell when new work arrives.

An item already marked Delivered cannot be changed from this page.

F2. Scan QR: record with one scan

If your shop prints a QR tag for each item, recording can be done with a USB scanner gun or a phone camera — open Dashboard → the Scan QR tile (/admin/qr/singlescan.php).

Pick the shelf/process in the dropdown at the bottom of the screen. That choice stays for the next scan.
Make sure the mode is Mark Item.
Scan an item tag. Each scan records that item's shelf and gives an audible beep.
Keep scanning the next item — the Manual Key-In box refocuses itself, so no clicking is needed between scans.

The other modes available:

Mode	What happens
Mark Item	The scanned item is marked at the selected shelf/process.
Mark As Delivered	The item is marked Delivered — or the whole bill if you scan a bill QR.
Go To Bill	Opens the bill for the scanned code in a new tab.
See Profile	Opens the customer profile, including buttons to start a new order.

Where the QR codes come from

Item tags are printed from the bill page through the Print → Tag column; their code starts with job. The QR on the bill/receipt carries a code starting with bill, which lets a whole bill be marked Delivered with one scan. Codes can also be typed straight into the Manual Key-In box when no scanner is at hand.

Do not scan the same code twice

The system warns you when the same code is scanned twice in a row — the stored mode and shelf do not change, so remember to switch shelf or mode when you switch work.

F3. Which one to use when

Situation	Use
Many items at one station, all the same process	The quick button on the Stations page
Goods moving station to station, or machine to machine	Scan the item QR tag on the Scan QR page
Marking a whole bill as handed over	Scan the bill QR in Mark As Delivered mode, or the Delivered button on the bill page
Finding a bill or a customer profile quickly	Scan a QR in Go To Bill or See Profile mode

Both record the same thing

Pick according to how the work flows: a fixed console on the wall (Stations), or a hand-held scanner (Scan QR). Both write the same item shelf, so the work never has to be recorded twice.