How to update orders at each different status

Overview

This article explains the rules for editing orders at each status on VinaSources and clarifies what suppliers can and cannot edit as an order progresses through its lifecycle.

Understanding these rules helps suppliers avoid errors and manage orders correctly.

Purpose

Knowing the order editing rules helps suppliers to:

• Understand when order details can be updated

• Avoid attempting changes that are not allowed

• Coordinate correctly with buyers and ensure a smooth fulfillment process

Order Lifecycle Stages

Orders on VinaSources move through the following stages:

Created → Quoted → Paid → In Production → Verifying → Shipped→ Completed

Editing permissions depend strictly on the current order status.

Editing Rules by Order Stage

Created

• The order has been created by the buyer

• Shipping information is pending to be inputted by the supplier

• The supplier can edit order information and update the order status to Quoted

Quoted

• Shipping information has been added

• The buyer can make a pay for the order

• The supplier can edit order information

Paid

• The buyer has completed payment

• The supplier needs to update order status when production starts

• The order is confirmed and no order details can be edited except for order status and shipment documents

In Production

• Order manufacturing is in production

• The supplier can upload shipment documents for verification to prove that the order has been shipped to the agreed location

Verifying

• Order shipment documents are being verified by VinaSources

• Once verified, the order status will change into Shipped

Shipped

• The order has been delivered to the agreed location

• The buyers need to confirm that they have received the products as agreed

Best Practices for Suppliers

• Review orders carefully when they are first created

• Update shipping information, shipment documents and order promptly

• Confirm all details before the buyer pays

• Communicate with buyers early if clarification is needed

• Do not delay status updates

Frequently Asked Questions

Can I edit order information before payment?

Yes. Order information can be edited at before order is paid.

What if I need to change shipping after payment?

Shipping details cannot be edited after payment. Contact the buyer via order chat if needed.

Can I cancel an order after payment?

No. Orders cannot be cancelled or edited after payment.