Order Statuses and Lifecycle
An order moves through a few clear stages from the moment it's created to the moment it ships. Knowing what each stage means tells you what you can do next — and what Iraca does automatically along the way.
The stages
- Draft — a work in progress. You can change the customer, items, and quantities. Nothing has been committed and no email has gone out.
- Confirmed — the order is locked in and stock is committed against it. This is the point where Iraca can email the customer a confirmation (see below).
- Labels purchased — a shipping label has been bought for the order. You can print the label and packing slip together.
- Ready to pack — when fulfillment mode is on, a labeled order waits here for your team to pick and pack it.
- Fulfilled — the order is done: picked, packed, and on its way.
The exact step after a label is bought depends on whether fulfillment mode is on — it goes to Ready to Pack if so, or straight to Fulfilled if not.
Confirming an order
Confirming is the meaningful transition. When you confirm a sales order:
- Stock is committed for the line items.
- If it's an order you created by hand and the customer has an email on file, Iraca automatically emails them a confirmation with the order attached as a PDF.
Because of that auto-email, drafts are worth reviewing before you confirm — you get a chance to fix items or the address first.
Orders from a channel arrive already confirmed, so they don't pass through this step and are not auto-emailed. You can still email those customers by hand at any time.
See Order Emails and Documents for the full picture on what's sent and when.
What you can do at each stage
| Stage | You can… |
|---|---|
| Draft | Edit items, customer, quantities; confirm |
| Confirmed | Edit ship-to; email the customer; buy labels |
| Labels purchased | Print label + packing slip; pack |
| Ready to pack | Pick and pack in fulfillment mode |
| Fulfilled | Print documents; review history |
Recording customer payments
This applies to manual sales orders — ones you create in Iraca and invoice a customer for directly. Once you fulfill a manual sales order, a Customer payments panel appears on the order detail page showing the order total, how much has been paid, and the amount still due. Click Record payment to log a payment (amount, date, method, and an optional reference); partial payments are supported and the status moves from Unpaid → Partially paid → Paid as they add up.
Recording a payment relieves the receivable in your books (it posts Debit Cash / Credit Accounts Receivable), so your Accounts Receivable balance reflects what customers still owe — not everything they've ever been invoiced.
Which orders show this panel? Only manual sales orders that have booked a receivable (via the Fulfill action). It is intentionally not shown for:
- Marketplace and WooCommerce orders — the customer already paid at checkout on Amazon, Walmart, Etsy, WooCommerce, etc. That money reaches you later as a marketplace payout/settlement, not as a payment you record per order.
- POS sales — paid at the point of sale, so cash is recorded immediately (no receivable).
Order timestamps
Every order shows its date and time in the order list and on the order detail page — for example, "Jun 21, 2026, 3:45 PM". The time is displayed in your local time zone.
- Manual orders — shows the time the order was created in Iraca.
- Channel-imported orders (Amazon, Walmart, WooCommerce, etc.) — shows the time the order was originally placed on the marketplace, not the time it was imported.