Orders with Payment gateway

Open in ChatGPT

When a customer pays through an integrated Payment Gateway, Boxify processes the payment automatically. The resulting order status depends on the shipping option the customer selected, the payment verification result, and the system’s stacking rules.

Order Status After Successful Payment

When payment is successful and the paid amount matches the amount owed, the system automatically reconciles the payment and sets the item status to Paid. The order status then depends on the shipping option chosen. If the amount does not match, or the order was a Preorder, see When the paid amount does not match.

Shipping option: “Ship Now”, “WM”, “EM”, “SG”, or similar

If the shipping option means the order should ship immediately:

• The order moves to Ready to Ship.
• You can proceed with packing and fulfilment.
• Revenue is recognised.

Examples: Ship Now, WM (West Malaysia), EM (East Malaysia), SG (Singapore).

Shipping option: “Ship Later”

If the customer selects Ship Later:

• The order status stays as Paid.
• The order can continue to accumulate (stack) more items.
• The customer may add more items before the final shipment.
• Revenue is not yet recognised.

Payment Method Behaviour

A customer can pay for one order using more than one payment method — for example, part by online gateway and the rest by bank transfer. This works as long as you have both online and offline payment methods enabled.

See Set Up Payment Methods to enable them.

Caution

Mark the offline receipt as paid (reconcile it) before the customer pays the rest online. While an offline receipt is unpaid, Boxify blocks online payment on the order (“Order has unpaid offline payment(s)”), so the customer cannot pay the rest online until you reconcile it.

Orders with Status: “Waiting for Online Payment”

This status means the system is still waiting for confirmation from the Payment Gateway (for example, Billplz). Payment has not yet been confirmed.

This is a temporary status that holds the cart while the gateway confirms the payment. It is internal — you cannot set it yourself, the system applies it. You can still filter by it in All Orders.

While the order waits, new items from the same customer can still stack onto it. The cart is not locked. However, a stacked item changes the amount owed, so the gateway payment no longer matches. See When the paid amount does not match.

Caution

Do not modify the order while it is in Waiting for Online Payment status. A change that alters the amount owed leaves the payment short or over. Also do not cancel, lock or change the order status during online payment: the gateway callback does not check the current status, so if the customer then pays, the order is set to Paid or Ready to Ship anyway and your change is lost.

Once payment is verified:

• The status changes to Paid (if Ship Later was selected), or
• The status changes to Ready to Ship (if a shipping option was selected).

When the paid amount does not match the amount owed

When a gateway payment comes in, Boxify checks it against the order. If the paid amount does not equal the amount owed, or an offline receipt was uploaded after the online payment started and is still unpaid when the gateway payment arrives, the order moves to Paid but the items stay New (unpaid). Stacking items during payment causes exactly this.

Caution

The order shows Paid, but not every item is paid. Whether the customer under-paid or over-paid, no items are marked paid. If the cause was an unpaid offline receipt, first reconcile that receipt: verify the amount and mark it paid. It does not count toward the outstanding amount until then, and leaving it unpaid blocks every later online payment (“Order has unpaid offline payment(s)”). Then open the order and check the outstanding amount. If under-paid, collect the difference. If over-paid, refund the extra or give credit. Then mark the items paid yourself with Set all paid (this changes the items only; the order stays Paid). If the customer chose a ship-now option, also click Checked, move to Ready to ship on the order’s stage bar so the order enters packing and the customer gets the ready-to-ship message (unless you have turned off order status update messages).

Exception: Preorder. If the order was a Preorder before the online payment started, it returns to Preorder instead of Paid or Ready to Ship, on both the matching and the mismatch path.

Older orders may still show Payment mismatch. The current system no longer sets this status. If you find one, verify the payment and order details manually before proceeding; it cannot be stacked.

Revenue Reminder

Revenue is only recognised when the order status reaches Ready to Ship or Shipped. Payment confirmation alone does not trigger revenue recognition.

Quick Overview

Scenario	Item Status	Order Status	Stack Allowed?	Revenue Counted?
Gateway Payment Success + Ship Later	Paid	Paid	Yes	No
Gateway Payment Success + Shipping Selected	Paid	Ready to Ship	No	Yes
Waiting for Online Payment	New	Waiting for Online Payment	Yes (the payment then no longer matches)	No
Preorder before online payment	Paid, or New if the amount did not match	Preorder	No	No
Paid amount does not match the amount owed, or an unpaid offline receipt exists	New (unpaid)	Paid	Yes	No

See also:

• The process to pack orders
• Manage orders efficiently
• Order Statuses
• Send Payment Link