Order Status Definitions

On VaultN, every order is assigned a status to make it clear where it is in the purchasing and fulfilment process. Some statuses represent confirmed sales that affect your stock levels, while others are temporary states or indicators of issues. Knowing what each status means will help you track orders, understand stock impact, and see when a customer’s purchase is considered a completed sale. Below you’ll find the full list of order statuses and what each one means in the context of VaultN’s smart distribution platform.

Pending - A reservation that hasn’t been completed yet.

Counts as a sale: No
Stock impact: None
When it changes: Becomes Completed once the order is paid/confirmed, or Error if checkout fails.

Completed - A confirmed order that will be fulfilled according to its type (immediate, pre-order, or backorder).

Counts as a sale: Yes
Stock impact: Reduces available stock (or reserves future stock for pre-orders/backorders)
When it changes: Stays Completed; shipment/fulfilment steps are handled by your connected retailer/fulfilment system.

Pre-order - A completed order for an item with a future release/fulfilment date.

Counts as a sale: Yes
Stock impact: Reserves units against upcoming stock
When it changes: On the fulfilment/release date:
If stock is available → remains Completed and can be fulfilled.
If stock is not yet available → transitions to Backorder until stock arrives.

Backorder - A completed order placed while the item is currently out of stock (retailer must allow backorders).

Counts as a sale: Yes
Stock impact: Queues against the next available stock
When it changes: Fulfils automatically once stock is replenished (status remains Completed, but listed as Backorder until then).

Error - The order failed (payment, validation, or system error). Usually not shown to customers.

Counts as a sale: No
Stock impact: None
When it changes: Can be retried, which creates a new Pending → Completed flow if successful.