Order Status Mapping

To enable order processing Tradebox allocates an internal order status against each order it imports. Tradebox's internal order statuses (available for mapping) are as follows:

• Unpaid
• Paid
• Despatched
• Completed
• On Hold
• Cancelled
• Refunded

There are a handful of other statuses that the program will assign to an order as it's processing. These statuses (such as Query or Scheduled for Despatch) are applied and removed automatically as the various order tasks are carried out.

In the first instance, the Tradebox Status is determined by mapping your Marketplace Statuses. This is essentially you telling the program you'd like it to use Tradebox Status X when an order of status Y is downloaded from the marketplace. If you've got an Accounts Link set up then you'll also choose which Tradebox statuses are valid for posting to your accounts package. Both of these mappings are set per sales channel, so you've got the greatest possible level of control across multiple channels.

Note - it's possible your order statuses on your marketplace will change after the point where Tradebox downloads the order. For any marketplaces with an API connection (Amazon, Bigcommerce, eBay, EKM, Magento, Shopify and Woocommerce) Tradebox will track these changes. For all other marketplaces or third-party systems, which import from CSV files, any changes to the marketplace status after the point of download will not be read.

For status-change marketplaces, an order must have been created during a valid date range that Tradebox is set to check (Days to Download within the sales channel details, maximum 60 days, 30 for ebay) and the new status must be set to download. e.g. if my Awaiting Approval orders are set to download but my Approved orders aren't, Tradebox won't amend an already-existing order that changes from Awaiting Approval to Approved on the marketplace. It's best to map status as from which point onwards in the life of a marketplace order you'd want to download, and then to set all statuses that can come after that point to download too.

Mapping Marketplace Statuses 

You'll begin status mapping during the new sales channel wizard whenever you create a channel. You can fully control and amend the status settings after a channel is created via Channels > Edit > Statuses.

Your marketplace statuses make up the top half of the screen. Some marketplaces provide a pre-populated list of all their potential statuses; others don't so you'll need to add them.

You can add or delete a status by clicking on the Action button in the right hand corner of the channel and choosing the relevant option, or, to edit an existing status, simply double click on the status in the list to get the following pop up:

Make sure the Marketplace Status is accurate and choose the appropriate Tradebox Status from the dropdown. Marketplace statuses aren't case-sensitive, but they do have to exactly match if your marketplace uses spaces or special characters like underscores. If you're not sure, copy and paste to ensure an exact match.

Note - some marketplaces may surface a status slightly differently in their user interface than they do in the API responses that Tradebox receives. Where possible, we've pre-populated these lists with the available statuses.

Use the Download tickbox to determine whether orders of this status will be downloaded through this sales channel. Note that this applies to status changes as well for some marketplaces.

Setting Tradebox Statuses to Post to Accounts

If you've got an accounts link set up in this sales channel, you'll need to choose which Tradebox Statuses are valid to be posted to your accounts package. This is purely determined by Tradebox status so if I had e.g. a marketplace status of Pending and a marketplace status of Processing and I mapped both to my Tradebox status of Paid, then both a pending and a processing order would attempt to post to accounts.

To opt a Tradebox status in or out of accounts posting, double click it or select Action > Status - Edit Posting to Accounts and use the Post Orders with this Status to Accounts tickbox.