Understand the statuses
- Received means the order is awaiting seller action.
- On hold is a neutral wait state; it does not claim payment or fulfillment.
- Paid means payment was accepted and the order is ready to process.
- Ordered from vendor means items have been ordered from a supplier or are being processed before shipment. Packing means the seller is preparing the order.
- Ready for pickup and Shipped are fulfilled states. Direct Vendor Shipped means the supplier shipped directly to the buyer instead of routing the package through the seller; buyers see that label, and its first notification uses the same shipped-status email path as Shipped.
- Completed means the order is delivered and finished.
- Cancelled stops the order and releases its tracked stock and promotion reservations.
Use the status dropdown on an order card or a supported bulk action. A status is an operational label, not evidence that money moved.
Know when email is sent
The first change to Paid sends a Payment Received email. The first change to Shipped or Direct Vendor Shipped without a tracking number sends a shipped-status email. Re-saving a status that was already notified does not send another copy.
Add one tracking number per line for split shipments. Buyers receive separate tracking links, while a connected Google Sheet stores the numbers together in its Tracking column. Saving new tracking normally marks an active, unfulfilled order Shipped and sends a tracking email with the saved order summary. It does not replace a status that is already Ready for pickup, Shipped, Direct Vendor Shipped, Completed, or Cancelled. Ready for pickup is treated as fulfilled and locks buyer self-edits.
Cancel or reactivate carefully
Cancelling releases the exact local or shared inventory and buyer-promotion reservations recorded with the order. Reactivating checks and reserves those amounts again; real stock or promotion conflicts can stop reactivation.
Some older orders do not contain enough evidence to prove whether a particular inventory line was reserved. That unprovable historical line no longer blocks editing, cancellation, reactivation, or deletion. EZFormz logs and skips only the uncertain stock change while applying the rest of the order action; it does not guess from the form's current inventory mode.
Cancellation also voids open balance links. Reactivation requires confirmation and does not automatically recreate a payment request.
Do not use On hold as a substitute for a refund, and do not mark Paid based only on a screenshot. See Resolve payment proof problems and Handle refunds and orders on hold.