Order lifecycle
Every order at SamVertex moves through the same lifecycle whether it came from Shopify, Noon, Amazon, manual entry, or the API. Real-time tracking on every shipment means each state transition is visible in your SamVertex account within seconds. Below is the full state machine, what triggers each move, what you see at each step, and the edge states for the rare cases that fall off the happy path.
The 8 statuses
Section titled “The 8 statuses”The standard lifecycle from intake to delivered.
- Received. The order has landed in our system from your storefront, manual entry, or the API. Customer details and items are validated against your SKU master.
- Validated. Stock is available, address parses, COD amount (if any) is set. Order is queued for pick.
- Picked. A picker has walked the route and gathered the SKUs. Each scan confirms the right SKU at the right bin.
- Packed. Quality check completed, items packed to your spec, photo captured at the bench.
- Ready for dispatch. Shipping label printed, parcel staged at the dispatch dock waiting for the next driver hand-off.
- Out for delivery. Driver has scanned the parcel onto the route. Live driver location available on the buyer-facing tracking page.
- Delivered. Driver completed the drop, captured photo and signature proof. Tracking page shows delivered with the proof attached.
- Delivered with COD reconciled. For COD orders only: the cash has been collected at the door and reconciled at our cashier. The amount enters your COD ledger and queues for the next payout cycle.
What triggers each transition
Section titled “What triggers each transition”Each transition is triggered by a specific operational event, not by a timer or a manual button.
- Received to Validated. Triggered automatically on intake. SKU lookup, address parse, COD amount sanity check.
- Validated to Picked. Triggered when the picker scans the first SKU on the bin location.
- Picked to Packed. Triggered when the packer captures the bench photo and seals the parcel.
- Packed to Ready for dispatch. Triggered when the shipping label is printed and the parcel moves to the staging zone.
- Ready for dispatch to Out for delivery. Triggered when the driver scans the parcel onto the route at hand-off.
- Out for delivery to Delivered. Triggered when the driver captures the door-step photo and signature.
- Delivered to Delivered with COD reconciled. Triggered at end of driver shift when our cashier reconciles cash against the day’s COD ledger. COD-only state.
What you see at each stage in your SamVertex account
Section titled “What you see at each stage in your SamVertex account”The order detail view in your account shows the current state, the timestamps for each transition that has happened, and the proof (photos, signatures) attached at the relevant steps.
- Received. Customer name, address, items, COD flag, intake timestamp, source (Shopify, manual, API, etc.).
- Validated to Packed. Pick start time, pack complete time, the bench photo captured at the QA step.
- Out for delivery. Driver name, route ID, expected delivery window, live driver location on the buyer-facing tracking page.
- Delivered. Door-step photo, signature image, delivery timestamp, name of the recipient who signed.
- Delivered with COD reconciled. Cash amount collected, reconciliation timestamp, payout cycle the amount is queued for.
For Shopify and Amazon orders, fulfilment status pushes back to the source platform at each transition so the buyer-facing order page on the storefront stays current.
Edge states
Section titled “Edge states”Not every order takes the happy path. Four edge states cover the realistic exceptions.
Cancelled
Section titled “Cancelled”The order was stopped before dispatch. Triggered by a cancellation from your storefront, by you in your SamVertex account, or by us flagging an issue (out of stock, address fails to parse, restricted item).
- What you see: order detail with the cancellation reason and timestamp; original request and items preserved for your records.
- What we do: items released back to stock if the order was already validated; no charge for the order itself.
Failed delivery
Section titled “Failed delivery”The driver attempted the drop but could not complete it. Triggered after a failed attempt: buyer not home, address wrong, buyer refused on doorstep.
- What you see: failure reason captured by the driver, plus a retry status if a second attempt is scheduled.
- What we do: retry within our standard attempt window; after the final attempt the parcel returns to our warehouse and the order moves to Returned.
Returned
Section titled “Returned”The parcel is back at our warehouse after a failed delivery sequence or a customer-initiated return.
- What you see: return reason, the photo proof captured at collection, and the resolution status (held for inspection, restocked, or disposed).
- What we do: Inspection is part of standard returns processing; outcome and stock adjustment reflected in your account. See returns process.
Rare. Triggered when a parcel cannot be located after dispatch: lost in transit, scan trail breaks, or the driver cannot account for the parcel at end of shift.
- What you see: lost status, the timestamp of the last successful scan, and an investigation reference.
- What we do: investigation and resolution path documented in damaged or lost, including liability and any insurance claim.