> For the complete documentation index, see [llms.txt](https://help.vinasources.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.vinasources.com/for-buyers/quickstart-3/understanding-order-statuses.md).

# Understanding order statuses

## Overview

This article explains the order statuses on VinaSources, from the moment an order is created until it is delivered.

Understanding order statuses helps you track progress, know when actions are required, and understand what is happening at each stage of your order.

## Purpose

Understanding order statuses allows you to:

* Track your order accurately
* Know when payment is required
* Understand supplier progress
* Avoid confusion during production and delivery                

## Order Status Flow

Orders on VinaSources follow a fixed status sequence:

**Created → Quoted → Paid → In production → Verifying → Shipped → Completed**\
An order can also move to **Cancelled** if deleted by buyer, supplier before paying of automatically cancelled by the system.

### Created

{% tabs %}
{% tab title="What it means" %}

* The buyer has placed an order and submitted the shipping address.
* The order has been created, but the supplier has not yet updated quotation-related information.
* The supplier must update the order within 3 days to avoid order automatically cancelled.
  {% endtab %}

{% tab title="What the supplier needs to update" %}

* Lead time for item(s)
* Shipping information
* Shipping price
* Incoterm service (FOB or EXW)             
  {% endtab %}

{% tab title="What buyers can do" %}

* View order details
* Wait for supplier quotation update
  {% endtab %}
  {% endtabs %}

### Quoted

{% tabs %}
{% tab title="What it means" %}

* The supplier has updated the required order information.
* The order is now ready for buyer payment.   
  {% endtab %}

{% tab title="What happens at this stage" %}

* Lead time, shipping info, shipping price, and incoterm are available.
* The buyer can review the full order information before payment.          
  {% endtab %}

{% tab title="What buyers can do" %}

* Review the quotation details
* Proceed with full payment           
  {% endtab %}
  {% endtabs %}

### Paid

{% tabs %}
{% tab title="What it means" %}

* The buyer has completed payment for the full order amount.
  {% endtab %}

{% tab title="What happens at this stage" %}

* VNS records the order as paid and holds 100% of the order value.
* Supplier-side payout milestones will begin based on system rules.
  {% endtab %}

{% tab title="What buyers can do" %}

* View payment confirmation
* Track the next status updates
  {% endtab %}
  {% endtabs %}

### In production

{% tabs %}
{% tab title="What it means" %}

* The supplier has started production or order preparation.
  {% endtab %}

{% tab title="What happens at this stage" %}

* Production is in progress.
* The order is moving toward shipment preparation.
  {% endtab %}

{% tab title="What buyers can do" %}

* Monitor the order status
* Use order chat if they need clarification
  {% endtab %}
  {% endtabs %}

### Verifying

{% tabs %}
{% tab title="What it means" %}

* The supplier has uploaded shipment documents.
* The documents are waiting for verification by VNS/Admin.
  {% endtab %}

{% tab title="What happens at this stage" %}

* Shipment cannot be finalized until the uploaded documents are reviewed.
* If documents are incomplete or invalid, the supplier may be asked to upload them again.
  {% endtab %}

{% tab title="What buyers can do" %}

* View current order status
* Wait for document verification to be completed
  {% endtab %}
  {% endtabs %}

### Shipped

{% tabs %}
{% tab title="What it means" %}

* VNS/Admin has verified the shipment documents.
* The order has been handed over for shipping.
  {% endtab %}

{% tab title="What happens at this stage" %}

* The order is considered shipped.
* Supplier payout milestones may continue at this stage.
  {% endtab %}

{% tab title="What buyers can do" %}

* Track shipment-related updates
* Continue communicating through order chat if needed
  {% endtab %}
  {% endtabs %}

### Completed

{% tabs %}
{% tab title="What it means" %}

* The buyer has confirmed the order was received as required.
  {% endtab %}

{% tab title="What happens at this stage" %}

* The order is completed in the system.
* A refund support window may remain available for 30 days after completion.
  {% endtab %}

{% tab title="What buyers can do" %}

* Confirm completion
* Submit a refund-related support ticket within the allowed period if needed
* Use the completed order for reviews and records
  {% endtab %}
  {% endtabs %}

### Cancelled

{% tabs %}
{% tab title="What it means" %}

* The order has been cancelled and will not proceed further.
  {% endtab %}

{% tab title="When an order is cancelled" %}

* It is cancelled by the buyer or supplier before Paid status
* The supplier does not update the order from Unquoted to Quoted within 3 days
* Required service agreement steps are not completed within the allowed time after payment
  {% endtab %}

{% tab title="What buyers can do" %}

* View the cancellation details in the order timeline
* Contact support if clarification is needed
  {% endtab %}
  {% endtabs %}

## How Order Status Updates Work

* Status changes are controlled by system rules and supplier actions
* All updates are recorded in the order timeline
* Buyers cannot manually change order status
* Each status must be completed before moving to the next stage

## Tips & Best Practices

* Check your order status regularly
* Pay attention to status changes that require action (Created, Unpaid)
* Use messaging to clarify questions with suppliers
* Keep your order ID for reference

## Frequently Asked Questions

<details>

<summary>Why is my order still in Created status?</summary>

The supplier has not yet added shipping information.

</details>

<details>

<summary>Why can’t I edit my order after payment?</summary>

Orders cannot be edited after payment to ensure accurate production and delivery.

</details>

<details>

<summary>How do I know when my order is delivered?</summary>

The order status will change to *Delivered*, and the update will appear in the order timeline.

</details>