Order lifecycle and statuses

This page describes how orders are structured and managed in Djust OMS, with a focus on lifecycle progression, key statuses, and operational transitions.

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📦 Order Structure Overview

Each order in Djust OMS follows a structured lifecycle composed of several phases. It can contain:

• One or multiple order lines (products)
• Optional delivery splits (for multi-shipment flows)
• Related documents (quotes, invoices, delivery notes)
• Linked approval and shipment statuses

Orders progress through the lifecycle based on configured business rules, user actions, and external system events (e.g. approval, shipment, or cancellation).

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🧭 Main Order Lifecycle Phases

The following statuses define the typical flow of a B2B order in Djust OMS:

1. Draft (DRAFT_ORDER)

• The order is being created and not yet submitted.
• Still editable by the buyer.
• Next states: DRAFT_ORDER_ON_HOLD, ORDER_CREATED, CANCELED.

2. On Hold (DRAFT_ORDER_ON_HOLD)

• This is an optional intermediate status that can be triggered during checkout.
• It allows a third party (e.g., a procurement manager or finance controller) to review and verify the order before submission.
• Useful in workflows where manual validation, rechecking, or internal coordination is required before the order proceeds.
• Next states: ORDER_CREATED, CANCELED.

3. Blocked By Policy (BLOCKED_BY_POLICY)

• Order cannot progress due to Buying Policies checks (e.g., credit control, quotas).
• When it happens: at placement/validation time or later validations, if the policy engine flags the order as non-compliant.
• How to resolve: adjust account limits/quotas or use an operator override per your governance (see Buying Policies docs).
• Next states: back to DRAFT_ORDER (after fix) then CREATED on successful re-validation.

4. Blocked By Payment (BLOCKED_BY_PAYMENT)

• Payment authorization failed for this Logistic Order.
• When it happens: during/after the authorization step for the order (PCard L3 payment method only); if the provider returns a refused/declined result for this split.
• How to resolve: retry authorization, change payment method, or handle per your escalation rules.
• Next states: CREATED after a successful retry; remains BLOCKED_BY_PAYMENT otherwise.

5. Created (ORDER_CREATED)

• The order has been submitted by the buyer.
• It awaits the next approval steps.
• Next states: WAITING_CUSTOMER_APPROVAL, WAITING_SUPPLIER_APPROVAL, BLOCKED_BY_POLICY, BLOCKED_BY_PAYMENT, CANCELED.

6. Waiting Customer Approval (WAITING_CUSTOMER_APPROVAL)

• An internal approval step is required from the customer (e.g., purchase manager validation).
• Configurable per client and order type.
• Next states: WAITING_SUPPLIER_APPROVAL, DECLINED_BY_CUSTOMER, CANCELED.

7. Waiting Supplier Approval (WAITING_SUPPLIER_APPROVAL)

• The order is awaiting review and confirmation by the supplier.
• The supplier can accept or decline based on stock or commercial conditions.
• Next states: ACCEPTED_BY_SUPPLIER, DECLINED_BY_SUPPLIER, CANCELED.

8. Declined By Customer (DECLINED_BY_CUSTOMER)

• The customer has refused or withdrawn the order after submission.
• The process stops unless re-submitted.

9. Declined By Supplier (DECLINED_BY_SUPPLIER)

• The supplier has refused the order (e.g. stock unavailability, pricing issue).
• The order cannot proceed further.

10. Accepted By Supplier (ACCEPTED_BY_SUPPLIER)

• The supplier has confirmed the order and is ready to fulfill it.
• It transitions to the fulfillment phase.
• Next states: WAITING_SHIPMENT.

11. Waiting Shipment (WAITING_SHIPMENT)

• The order is ready to be shipped, either partially or in full.
• Warehouse or supplier actions are expected.
• Next states: PARTIALLY_SHIPPED, SHIPPED, CANCELED.

12. Partially Shipped (PARTIALLY_SHIPPED) (Mirakl Only)

• Some order lines have been shipped, others are still pending.
• The order remains open until all items are fulfilled or canceled.
• Next states: SHIPPED, CANCELED.

13. Shipped (SHIPPED)

• All items have been shipped.
• Delivery may be confirmed by carrier integration or manually.
• Next states: COMPLETED, CANCELED.

14. Partially Canceled (PARTIALLY_CANCELED) (Mirakl Only)

• Some order lines have been canceled, other are still active.
• The order remains open until all items are canceled.
• Next states: SHIPPED, CANCELED.

15. Canceled (CANCELED)

• The order was canceled before full shipment.
• Can be triggered by the customer, supplier, or system rules.
• Only DRAFT_ORDER_ON_HOLD and WAITING_SHIPMENT are eligible to cancelation.

16. Completed (COMPLETED)

• The order has been fully processed: all shipments completed, and the flow is finalized.
• The order is archived operationally.

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🧾 Status Types

Djust OMS tracks multiple layers of order status:

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⚙️ Status Transition Logic

Status changes can be triggered by:

• Customer or supplier actions
• Admin operations via backoffice
• Data Hub jobs and or Webhooks from logistics or external systems
• Automated rules (e.g., timeout or rejection fallback)

All transitions are logged as events and auditable through the OMS.

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🔁 Example Lifecycle Flow

flowchart LR
  %% Nodes
  DRAFT[📝 DRAFT_ORDER]:::draft --> HOLD[⏸️ DRAFT_ORDER_ON_HOLD]:::pause
  DRAFT --> PLACE[✅ ORDER_CREATED]:::created
  HOLD --> PLACE

  PLACE --> CAPP[🧾 WAITING_CUSTOMER_APPROVAL]:::approval
  PLACE --> SAPP[🧑‍🏭 WAITING_SUPPLIER_APPROVAL]:::approval

  CAPP --> ACC[👍 ACCEPTED_BY_SUPPLIER]:::progress
  CAPP --> DCUS[✋ DECLINED_BY_CUSTOMER]:::terminal
  SAPP --> ACC
  SAPP --> DSUP[❌ DECLINED_BY_SUPPLIER]:::terminal

  %% Buying Policies & Payment gates
  PLACE --> BPOL[🛑 BLOCKED_BY_POLICY]:::blocked
  PLACE --> BPAY[💳 BLOCKED_BY_PAYMENT]:::blocked

  %% Unblocks
  BPOL -->|Fix & re-validate| PLACE
  BPAY -->|Retry auth OK| PLACE

  %% Fulfillment
  ACC --> WAITSHIP[📦 WAITING_SHIPMENT]:::progress
  WAITSHIP --> PARTSHIP[📦➗ PARTIALLY_SHIPPED <i>Mirakl only</i>]:::progress
  WAITSHIP --> PCAN[❎ PARTIALLY_CANCELED <i>Mirakl only</i>]:::progress
  PARTSHIP --> SHIP[🚚 SHIPPED]:::progress
  PARTSHIP --> PCAN
  PCAN --> SHIP
  SHIP --> DELIV[📬 COMPLETED]:::success

  %% Global cancel path
  HOLD --> CANCEL[🗑️ CANCELED]:::terminal
  WAITSHIP --> CANCEL

  %% ---------- Styles ----------
  classDef draft fill:#e8f1ff,stroke:#2f6feb,stroke-width:2px,color:#0b3d91;
  classDef pause fill:#fff4e5,stroke:#f59e0b,stroke-width:2px,color:#7a3e00;
  classDef created fill:#dcfce7,stroke:#16a34a,stroke-width:2px,color:#14532d;
  classDef approval fill:#ede9fe,stroke:#7c3aed,stroke-width:2px,color:#1e1b4b;
  classDef progress fill:#e0f7fa,stroke:#06b6d4,stroke-width:2px,color:#0c4a6e;
  classDef blocked fill:#fee2e2,stroke:#ef4444,stroke-width:2px,color:#7f1d1d;
  classDef success fill:#ecfdf5,stroke:#10b981,stroke-width:2px,color:#064e3b;
  classDef terminal fill:#f2f4f7,stroke:#475569,stroke-width:2px,color:#111827;

  style DRAFT rx:8,ry:8
  style HOLD rx:8,ry:8
  style PLACE rx:8,ry:8
  style CAPP rx:8,ry:8
  style SAPP rx:8,ry:8
  style ACC rx:8,ry:8
  style WAITSHIP rx:8,ry:8
  style PARTSHIP rx:8,ry:8
  style PCAN rx:8,ry:8
  style SHIP rx:8,ry:8
  style DELIV rx:8,ry:8
  style BPOL rx:8,ry:8
  style BPAY rx:8,ry:8
  style DCUS rx:8,ry:8
  style DSUP rx:8,ry:8
  style CANCEL rx:8,ry:8