¶ Order Status and Automation Workflow
Order status automation in Fynode allows you to connect individual steps of the order process with payment, dispatch, invoicing, and other steps without manual intervention. The order workflow can be configured according to your company's specific needs and rules – from receiving the order through payment to delivery or complaint.
¶ 1. Automatic change of order status based on payment and matching
- In the Banks/Payment gateways section, you can set matching rules (variable symbol of the invoice, invoice number, order number).
- After successful payment matching, the system automatically changes the order status to the designated one (e.g., "paid") – the status also updates in the case of manual payment in the order list.
- The priority of which field takes precedence during matching can be adjusted according to your preferences.
- When connected to a courier, you can specify the order status after key milestones:
- after dispatch,
- after delivery,
- after return,
- after preparing the shipment for pickup (pickup point),
- after an unsuccessful delivery attempt.
- The system updates these statuses automatically based on information from the courier.
¶ 3. Automatic invoicing and accounting workflow
- You can configure at which status (or combination of status, payment type, delivery method) the system automatically creates an invoice, a proforma invoice, or credit note.
- Advanced settings allow detailed rule segmentation: e.g., issue a proforma invoice at "Received" and "Bank transfer" payment, a regular invoice at "Received" and "Card payment," credit note at "Cancelled."
- Invoices can also be issued automatically after payment or after delivery.
¶ 4. Manual status changes and approval
- You can change the status manually at any time in the order list or in the order detail (e.g., "Dispatched," "Cancelled," "Awaiting payment" – according to your shop's status options).
- Bulk status changes for multiple orders are available via multiselect and the "Change status" action.
¶ 5. Status automation in relation to emails and notifications
- Each status change can trigger a specific email template or other notification – configurable in the Emails section.
- You can send emails upon receipt, status change, invoice issuance, delivery, or complaint, with options for delayed sending or exclusion from certain Marketplaces.
¶ 6. Rules for automation based on status and events
- In invoicing, bank, and for each courier, you can specify the next order status after fulfilling certain conditions (payment, dispatch, delivery, complaint).
- The status is also updated in the eshop if two-way connection is enabled.
- Set up a workflow that precisely matches your sales process and eshop platform – utilizing basic and advanced settings.
- Regularly verify that order statuses from the eshop correspond with statuses in your workflows and platform (e.g., Woocommerce, Upgates, Webareal, etc.).
- Always test automation rules and status changes on a sample of orders before launching the live routine; this helps identify incorrect settings or missing steps in the process.
Automated order status workflow in Fynode ensures a smooth transition from receipt to dispatch and invoicing, improves customer and team communication, and significantly reduces manual effort.