Order statuses and progress

Every order carries two separate pieces of information about where it has got to. The status says whether stock is reserved for it. The progress steps (Released, Received, Scheduled, Routed, Confirmed, Delivered) say which milestones have happened. On top of those, an operator can put an order on hold, and Tracovy or your staff can raise flags on it.

Knowing which is which saves a lot of confusion: an order can be allocated and still not Received, or Routed and still not Released.

Where you see them: the Status column and Items bar on Open Orders, and the progress bar and allocation panel on the order screen.

Allocation status

The Status column and the badge in the allocation panel. Tracovy sets it from the stock reserved for the order’s lines; you never set it by hand (except by cancelling).

Status	What it means
`pending`	Placed, and nothing has changed its stock position yet. An order with no catalogue delivery lines (only custom items, collections, or a service visit) can stay pending, because it has no stock to reserve.
`allocated`	Every delivery line that needs stock has it reserved.
`partially allocated`	Some lines have stock reserved, others are waiting (backordered).
`on hold`	Nothing could be reserved yet - no stock, or no single depot can cover an order that must come from one depot. When stock arrives, Tracovy tries again and the status can move up to `partially allocated` or `allocated`.
`cancelled`	The order was cancelled. Its stock went back to available. This is final: a cancelled order cannot be edited, held, released or received again.

An order never goes back to pending once it has moved on.

Progress steps

The six steps on the order screen’s progress bar. Each is simply done (green) or not done (red). They are independent - they do not have to happen in order, and one does not wait for another. A prebooked order can be Scheduled and Routed long before anything is Received.

Step	Turns green when	Turns red again when	Set by
Released	The order is placed. Every order starts released.	Someone uses Un-release order. Release order turns it green again.	Tracovy at intake; operators from the Options menu
Received	Every box of every delivery line has arrived (scanned in, or received by hand). On a warehouse order a line also counts once its stock is fully reserved, because that stock is already in the building. An order with no delivery lines counts as received from the start. Collection lines never count.	A line with outstanding boxes is added, a quantity changes so boxes are outstanding again, or a box is un-received from Manual scanning.	Scanning, manual scanning, stock allocation
Scheduled	The order has a Deliver after date, or is on a route.	The date is cleared and the order is not on a route.	The delivery date field; routing
Routed	The order is added as a stop on a route. Being routed always makes the order Scheduled too.	The order is taken off every route. It stays Scheduled only if it still has a date.	Route planning
Confirmed	The recipient accepts the delivery booking.	The booking is cleared.	Bookings
Delivered	The last parcel of the order is delivered. A two-parcel order is not delivered when the first one lands.	-	Recording the delivery (driver app)

There is no “Draft” step. An order is a draft when Released is red, which only happens after an un-release. Un-released orders are listed on the Not Released tab of Open Orders.

Un-release compared with cancel

	Un-release order	Cancel order
Use it when	You need to pull the order back while something is corrected.	The order is not going ahead.
Reserved stock	Stays reserved.	Goes back to available.
Other steps	Stay exactly as they were.	-
Can be undone	Yes, with Release order.	No.

The Items bar on Open Orders

The small two-part bar in the Items column is a summary of two steps: the left half is Released, the right half is Received. Each half is green when done and red when not. Hover over it to read “Released and received”, “Released, not yet received”, “Received” or “Not released yet”.

Holds

A hold is an operator’s decision to stop an order: “not this one, not yet”. It is separate from the allocation status and from the progress steps.

Put on from Options > Put on hold… on the order screen, with an optional Reason (up to 500 characters) and an optional Hold until date.
A held order is kept off the planning board.
The order gets an On hold flag carrying the reason, shown on the board and on the order, and is listed on the On hold tab of Open Orders.
With a Hold until date, the hold runs to the end of that day and is lifted automatically overnight. Without one, it stays until someone chooses Options > Release hold.
Releasing a hold clears its reason and date.
Your customers can receive a weekly list of their orders on hold (the Customer / Orders On Hold email). See Notifications.

Flags

Flags are red warning badges shown beside the order number on the board and in the order’s allocation panel.

Flag	Raised by	Means
On hold	A hold	The order is held. The reason (and end date) is attached. Goes away when the hold is released.
Invalid location	Map lookup	The address could not be found on the map.
Location not checked	Map lookup	The map provider could not be reached.
Map budget reached	Map lookup	Your monthly map budget was spent, so the address was not looked up.

An order has at most one of the three location flags, and it is updated whenever the address changes.

Messages to the recipient

Two order emails and texts follow from these steps:

Order / Created - sent when an order is placed, by hand or by import. Off by default.
Order / Received - sent when a live (cross-dock) order with delivery lines becomes Received, meaning its goods have all arrived. A warehouse order does not send it.

Both go to the email and phone number on the order. See Notifications for the full list and how to switch them on or off.