Order Processing Workflow

An overview of the differences in processing orders paid via online and offline payment systems.

Olga Tereshina avatar
Written by Olga Tereshina
Updated over a week ago

X-Cart allows paying orders using offline and online payment methods depending on the store owner's preferences.

Orders Paid via Offline Payment Methods

For orders paid using offline payment methods, the order processing workflow is as follows:

  • A new order is created with the Awaiting payment status.

  • The store administrator manually updates the order status as the order progresses through the various order processing and fulfillment process stages. It is possible to change the order's current status at any time manually. Typically, after the order payment has been received, the Awaiting payment status will change to Paid; if the order is canceled - to Cancelled. After a refund, a store admin needs to change the Paid status to Refunded. The Partially Paid status is possible in partial payment for the order or a partial refund.

    We strongly recommend using the Refunded status (not Cancelled) when updating the order status from Paid and the Cancelled status (not Refunded) when updating the order status from Authorized or Awaiting payment.

Orders Paid via Online Payment Processors

For orders paid using online payment processors, the regular order processing workflow looks as follows:

  • A new order is created with the Awaiting payment, Paid, or Authorized statuses depending on the payment method settings and the type of response received from the payment gateway.

  • If the initial order status is Awaiting Payment or Authorized, it may be changed automatically to Paid, Partially Paid, or Declined. The resulting status depends on the callback received from the payment gateway.

  • A store administrator may refund the order as long as the order is in the Paid status. That is only possible if the payment gateway supports refunds. After a full refund, the order status is automatically changed to Refunded. After a partial refund, the order status becomes Partially Paid.

  • If necessary, the store administrator can intervene at any stage of the order processing flow and manually change the order's current status to any status they require.

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