Following an Order from Start to Finish
Every order in RetailReady follows a clear path from the moment it arrives to the moment it's paid. The order's status tells you exactly where it is in that journey. Understanding these statuses helps you stay organized and prioritize your work.
Order Status Flow
Here is the typical progression of an order:
| Status | What It Means | What Triggers It |
|---|---|---|
| New | The order has been received from the retailer but you haven't taken any action yet. | RetailReady receives an 850 Purchase Order from the retailer. |
| Acknowledged | You've confirmed receipt and acceptance of the order. | You submit an 855 Purchase Order Acknowledgment. |
| Partially Shipped | You've shipped some — but not all — of the items on the order. | You create a shipment (856) that doesn't include all line items or full quantities. |
| Shipped | All items on the order have been shipped. | You create a shipment (or multiple shipments) covering all line items and quantities. |
| Invoiced | You've sent the retailer an invoice for the shipped products. | You submit an 810 Invoice. |
| Paid | The retailer has sent payment for the invoice. | RetailReady receives an 820 Payment/Remittance Advice from the retailer. |
Automatic vs. Manual Transitions
Some status changes are triggered by your actions — acknowledging, creating shipments, and invoicing all require you to take a step in RetailReady. Others happen automatically — when a payment arrives from the retailer, RetailReady updates the order status to "Paid" without any action from you.
Here's a quick breakdown:
- You trigger: New → Acknowledged, Acknowledged → Shipped/Partially Shipped, Shipped → Invoiced
- Automatic: Invoiced → Paid (when payment is received from the retailer)
Statuses That Need Your Attention
Not all statuses are created equal. Some require urgent action:
- New — These orders are waiting for your acknowledgment. Most retailers expect an acknowledgment within 24-48 hours. Make it a priority to review and acknowledge new orders every day.
- Acknowledged — These orders are accepted but not yet shipped. Keep an eye on the required delivery dates to make sure you ship in time.
- Partially Shipped — You still have items to ship on these orders. Make sure you don't forget about the remaining items.
- Shipped — These orders need invoices. Don't delay invoicing — it delays your payment.
Handling Exceptions
Sometimes orders don't follow the standard path. A few situations to be aware of:
- Rejected orders — If you can't fulfill an order at all, you can reject it in your acknowledgment. The order will be marked accordingly.
- Cancelled orders — Retailers can cancel orders. If this happens, the order status will update automatically and no further action is needed on your part.
- Order changes — Some retailers may request changes to an existing order. If an updated PO is sent, it will appear alongside the original order for your review.