Order stages
Every order sits in one of seven stages. The stage tells you and your team what to do next, and it is what the buyer sees on their tracking page.
The seven stages
| Stage | What it means | Your next step | Buyer's tracking page |
|---|---|---|---|
| Pending | A new order nobody has confirmed yet. | Call to confirm. | Order received |
| Call Back | The buyer asked you to call back later. | Call back as promised. | Confirmed, with a note to keep their phone on |
| Follow Up | The buyer needs another call or message before you dispatch. | Follow up with the customer. | Confirmed, with a note to keep their phone on |
| Rescheduled | The buyer wants delivery on another day. | Deliver on the new date. | Confirmed, with a note that delivery has a new date |
| In Transit | The order is with a delivery agent. | Wait for the agent, and chase if it takes too long. | On the way |
| Delivered | The buyer received it and paid. | Collect the cash from the agent. | Delivered |
| Rejected | The buyer refused, cancelled or could not be reached. | Get the stock back from the agent, or try again. | A message that the delivery didn't go through |
The usual path is Pending → In Transit → Delivered. Call Back, Follow Up and Rescheduled keep a sale alive while you work on the buyer. Buttons and views call a rejected order Refused.
Where you see each stage
- On the orders list, the To confirm view holds Pending, Call Back, Follow Up and Rescheduled together. In transit, Delivered and Refused have their own views.
- On the board layout, each stage is a column with its next step written under the name.
- On an order, the stage shows next to the buyer's name, with a progress line and the next step underneath.
Moving an order
On an order, the main button always matches the next step:
- Pending, Call Back, Follow Up or Rescheduled: Dispatch.
- In Transit: Delivered or Refused.
- Delivered or Rejected: Reopen, which moves it back to Pending.
You can also choose any stage from the stage menu on the order, from the stage menu on each row of the list, or for many orders at once from the bulk bar. See Confirm, dispatch and deliver.
What happens when the stage changes
Moving to In Transit. If the order has no agent yet and you have added agents, Kushi asks Who's delivering? before it moves.
Moving to Delivered. Two things happen:
- Stock: the units come off the agent who carried them, or off the office. See Stock.
- Cash: if the order has an agent, what that agent owes you goes up by what the customer pays at the door minus the delivery cost (nothing if the buyer paid by transfer). See Agent cash.
Moving out of Delivered. If you reopen a delivered order or move it to another stage, both are reversed. The units go back where they came from and the agent's balance comes down.
Telling the buyer. When the stage changes, Kushi emails the buyer an update if their email is on the order. If Business WhatsApp is connected, Kushi also tries to send the update on WhatsApp.
Good to know
- Delivered and Rejected are final stages. An order there stays put until you reopen it or pick another stage.
- A Rejected order takes nothing out of stock. The units stay with whoever holds them, usually the agent.
- Spreadsheets with older stage names are understood on import. For example "Confirmed" becomes Pending, "Shipped" becomes In Transit and "Cancelled" becomes Rejected. See Importing and exporting orders.