Vixvvo Tools - 3D Printing Business Management

Overview

Every order has two independent status types: Order Status (tracking the production workflow) and Payment Status (tracking payment completion). Both statuses can be changed directly from the orders table and trigger automatic updates to client statistics, analytics, and activity history.

Order Status

Order Status represents where an order is in your production workflow. Click the status badge in the orders table to instantly change it.

Pending

Pending Status

The initial status for new orders. Indicates the order has been received but work has not yet started.

Use When: Order is awaiting review, client confirmation, or printer availability

Processing

Processing Status

Active work is being performed on the order. The order is being printed, post-processed, or prepared for delivery.

Use When: Printer is running, post-processing in progress, or packaging for shipment

Completed

Completed Status

The order is finished and has been delivered to or picked up by the client.

Important: When you change an order to "Completed", the system automatically records a completion timestamp. This timestamp is used in analytics and client statistics to calculate revenue, completion rates, and order history.

Analytics Impact: Completed orders count toward your revenue metrics and appear in client total spent calculations

Cancelled

Cancelled Status

The order was cancelled and will not be completed.

Use When: Client requests cancellation, payment issues, or unable to fulfill order requirements

Note: Cancelled orders do NOT count toward revenue or completion analytics, but remain in your history for record-keeping.

Payment Status

Payment Status tracks how much of the order total has been paid. It automatically updates when you edit the "Amount Paid" field, or you can change it manually from the orders table.

Unpaid

Unpaid Status

No payment has been received for this order.

Condition: Amount Paid = $0 or Total = $0

Partially Paid

Partially Paid Status

Some payment has been received, but the full amount is still outstanding.

Condition: 0 < Amount Paid < Total

Example: Order Total = $100, Amount Paid = $50 → Status = "Partially Paid"

Paid

Paid Status

The full payment has been received for this order.

Condition: Amount Paid ≥ Total

Tip: If a client pays more than the total (tip/gratuity), the status remains "Paid" and the extra amount is tracked in Amount Paid.

Changing Order Status

From the Orders Table

The fastest way to update status is directly from the orders table:

1. Locate the order in the orders table
2. Click on the colored status badge in the "Status" column
3. Select the new status from the dropdown menu
4. The status updates immediately (no save button needed)

Real-Time: Status changes are saved instantly and logged to your activity history automatically.

From the Edit Modal

You can also change both order status and payment status when editing an order:

1. Click the yellow "Edit" icon on the order row
2. Change the Order Status or Payment Status dropdown
3. Adjust Amount Paid if needed (payment status auto-updates)
4. Click "Update Order" to save all changes

What Happens When Status Changes

Order Status Changed

When you update an order's status, the system automatically:

1. Updates Last Modified Timestamp: Tracks when the order was last changed
2. Sets Completed Timestamp: If changed to "Completed", records the exact time
3. Clears Completed Timestamp: If changed away from "Completed", removes the timestamp
4. Logs to Activity History: Creates an entry showing who changed the status, when, and from/to values
5. Updates Client Statistics: Recalculates the linked client's order count and revenue
6. Displays Success Toast: Shows a confirmation message

Example Log Entry: "Order status changed: Pending → Completed for 'Dragon Figurine - Blue'"

Payment Status Changed

When you update payment status, the system:

1. Updates Order Record: Changes payment status field
2. Syncs Linked Invoice: If an invoice exists for this order, its status updates automatically
3. Sets Invoice Paid Date: For "Paid" status, records when payment was received
4. Updates Last Modified: Tracks when the payment status changed
5. Displays Success Toast: Confirms the payment status update

Invoice Integration: Payment status changes automatically sync with related invoices, ensuring consistent financial tracking.

Sorting & Display Priority

Automatic Sorting Order

Orders in the table are automatically sorted by status priority to help you focus on active work:

1. Pending - Highest priority (new orders needing attention)
2. Processing - Active orders being worked on
3. Completed - Finished orders
4. Cancelled - Lowest priority (archived)

Within each status group, orders are sorted by date (newest first).

Workflow Optimization: This sorting ensures you always see orders requiring attention at the top of the list.

Filtering by Status

Status Filter Dropdown

Use the filter dropdown (next to the search bar) to view orders by specific status:

• All Orders: Shows every order regardless of status
• Order Status Filters: Pending, Processing, Completed, Cancelled
• Payment Status Filters: Paid, Partially Paid, Unpaid

Use Case: Filter to "Unpaid" to quickly see all orders with outstanding payments

Status Management Best Practices

Update Status Promptly: Change status as soon as work begins or completes to maintain accurate workflow visibility and analytics.

Mark Completed When Delivered: Only set orders to "Completed" when the client has actually received the product to ensure accurate revenue tracking.

Track Partial Payments: Update "Amount Paid" even for partial payments to maintain accurate payment status and outstanding balance visibility.

Use Cancelled Sparingly: Reserve "Cancelled" status for orders that truly won't be fulfilled. If an order might be resumed, keep it as "Pending" instead.

Review Activity History: Check the History page to see all status changes and identify workflow bottlenecks or patterns.

Help Center

Order Status & Workflow