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
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.
Lead time for item(s)
Shipping information
Shipping price
Incoterm service (FOB or EXW)
View order details
Wait for supplier quotation update
Quoted
The supplier has updated the required order information.
The order is now ready for buyer payment.
Lead time, shipping info, shipping price, and incoterm are available.
The buyer can review the full order information before payment.
Review the quotation details
Proceed with full payment
Paid
The buyer has completed payment for the full order amount.
VNS records the order as paid and holds 100% of the order value.
Supplier-side payout milestones will begin based on system rules.
View payment confirmation
Track the next status updates
In production
The supplier has started production or order preparation.
Production is in progress.
The order is moving toward shipment preparation.
Monitor the order status
Use order chat if they need clarification
Verifying
The supplier has uploaded shipment documents.
The documents are waiting for verification by VNS/Admin.
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.
View current order status
Wait for document verification to be completed
Shipped
VNS/Admin has verified the shipment documents.
The order has been handed over for shipping.
The order is considered shipped.
Supplier payout milestones may continue at this stage.
Track shipment-related updates
Continue communicating through order chat if needed
Completed
The buyer has confirmed the order was received as required.
The order is completed in the system.
A refund support window may remain available for 30 days after completion.
Confirm completion
Submit a refund-related support ticket within the allowed period if needed
Use the completed order for reviews and records
Cancelled
The order has been cancelled and will not proceed further.
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
View the cancellation details in the order timeline
Contact support if clarification is needed
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
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