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Order Processing Workflow Overview ​

This document explains the complete order processing workflow in GoWarehouse system, from order creation to shipment completion.

Workflow Overview ​

The order processing workflow involves collaboration between Admin (client backend) and Operator (warehouse operations) roles, ensuring smooth operation from order creation to shipment.

Key Roles ​

RoleResponsibilityMain Operations
Admin (Client)Order creation & managementCreate orders, track order status, modify order information
Operator (Warehouse Staff)Order execution & shipmentReceive orders, pick items, pack, arrange shipment

Complete Workflow Diagram ​

Interactive diagram (OrderProcessFlow)

This diagram will be re-provided as a static image. For now, please refer to the corresponding page in the system.

Order State Machine (Interactive) ​

Below is an interactive order state machine diagram. Click on each state to view detailed transition rules:

Interactive diagram (OrderStateMachine)

This diagram will be re-provided as a static image. For now, please refer to the corresponding page in the system.

💡 Usage Tip: Click on the state nodes in the diagram to view detailed descriptions and available operations for each state.

Detailed Stage Descriptions ​

Stage 1: Create Order (Admin) ​

Operating Role: Admin (Client)

Operation Path: Admin Backend → Order Management → New Order

Operation Steps:

  1. Click "New Order" button
  2. Select or add delivery address
  3. Add order products:
    • Select products (supports barcode scanning)
    • Enter quantity
    • Confirm product information
  4. Set shipment information:
    • Expected shipment date
    • Remarks
  5. Confirm order content and submit

Key Fields:

  • ✅ Delivery address (required)
  • ✅ Order products (at least one item)
  • ✅ Product quantity (required)
  • ⭕ Expected shipment date (optional)
  • ⭕ Order remarks (optional)

Order Status Change:

  • Status after creation: Pending

Stage 2: Receive Order (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Order Management → Pending Orders

Operation Steps:

  1. View pending order list
  2. Click order to view details
  3. Confirm order information:
    • Delivery address
    • Product list
    • Quantity
    • Special requirements
  4. Click "Start Processing" button

Order Status Change:

  • Pending → Processing

Stage 3: Picking Operation (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Order Management → Processing Orders → Picking

Operation Steps:

  1. Enter order picking page
  2. Pick items according to product list
  3. Scan product barcodes for confirmation:
    • System automatically matches products
    • Enter picked quantity
    • Confirm inventory deduction
  4. Complete picking for all products
  5. Click "Picking Complete"

Important Notes:

  • ⚠️ Must scan barcodes to confirm product accuracy
  • ⚠️ Picked quantity cannot exceed order quantity
  • ⚠️ Notify Admin immediately if inventory is insufficient

Stage 4: Parcel Operation (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Order Management → Picked Orders → Parcel

Operation Steps:

  1. Enter order parcel page
  2. Check product list
  3. Pack products
  4. Print shipment label
  5. Attach label and take photo record
  6. Click "Parcel Complete"

Order Status Change:

  • Processing → Packed

Stage 5: Shipping Operation (Operator) ​

Operating Role: Operator (Warehouse Staff)

Operation Path: Operator Backend → Order Management → Packed Orders → Shipping

Operation Steps:

  1. Enter order shipment page
  2. Select logistics company
  3. Enter tracking number
  4. Upload shipment photos
  5. Set actual shipment date
  6. Click "Confirm Shipment"

Order Status Change:

  • Packed → Shipped

Automatic System Actions:

  • ✅ Send shipment notification to Admin
  • ✅ Update inventory quantity
  • ✅ Record shipment time

Stage 6: Order Tracking (Admin) ​

Operating Role: Admin (Client)

Operation Path: Admin Backend → Order Management → Order List

Operation Steps:

  1. View order list
  2. Click order to view details
  3. Check order status:
    • Current status
    • Shipping information
    • Tracking number
    • Shipping photos
  4. Notify customer of shipment information

Stage 7: Order Completion ​

Trigger Condition: Order shipped and customer confirms receipt

Order Status Change:

  • Shipped → Completed

Order Status Overview ​

Status CodeChinese NameEnglish NameDescriptionResponsible Role
pending待處理PendingOrder created, waiting for warehouse processingAdmin
processing處理中ProcessingOrder is being pickedOperator
packed已包裝PackedProducts packed, waiting for shipmentOperator
shipped已出貨ShippedProducts shipped, waiting for customer receiptOperator
completed已完成CompletedOrder completedAdmin
canceled已取消canceledOrder canceledAdmin / Operator

Real-World Use Cases ​

Scenario 1: Standard Order Processing ​

Problem: Customer placed an order with 5 items, needs quick shipment

Solution:

  1. Admin creates order in backend, selects delivery address, adds 5 items
  2. After submission, system automatically notifies Operator
  3. Operator receives order, starts picking operation
  4. Uses barcode scanner to confirm each item, completes picking
  5. Packs products and attaches shipment label
  6. Arranges logistics shipment, enters tracking number
  7. Admin receives shipment notification, checks order status and logistics information

Benefits:

  • ✅ Automated workflow reduces manual errors
  • ✅ Real-time status updates, both parties always informed of progress
  • ✅ Barcode scanning ensures product accuracy
  • ✅ Complete records, every step traceable

Scenario 2: Urgent Order Express Processing ​

Problem: Customer has urgent order, needs same-day shipment

Solution:

  1. Admin creates order, notes "Urgent Order - Same Day Shipment" in remarks
  2. Sets expected shipment date to current day
  3. Operator receives order, prioritizes processing
  4. Quickly completes picking, parcel, and shipment workflow
  5. Real-time status updates allow Admin to track progress

Benefits:

  • ✅ Remarks feature clearly communicates special requirements
  • ✅ Priority marking helps Operator identify urgent orders
  • ✅ Real-time status updates provide transparency

Scenario 3: Partial Out-of-Stock Handling ​

Problem: One item in order has insufficient inventory

Solution:

  1. Operator discovers Product A is out of stock during picking
  2. Immediately notifies Admin (via system remarks or instant messaging)
  3. Admin decides handling method:
    • Option 1: Ship available products first, backorder out-of-stock items
    • Option 2: Cancel the item, adjust order
    • Option 3: Wait for restock and ship together
  4. Execute corresponding workflow based on decision

Benefits:

  • ✅ Real-time communication avoids delays
  • ✅ Flexible handling for different situations
  • ✅ Maintains customer satisfaction

Frequently Asked Questions (FAQ) ​

Q1: Can orders be modified after creation?

A: Yes, but with status limitations:

  • ✅ Pending status: Admin can modify order content (products, quantity, address)
  • ⚠️ Processing status: Need to contact Operator to confirm if modification is possible
  • ❌ After Packed: Cannot modify, need to cancel order and recreate if changes required

Q2: How to cancel an order?

A: Cancellation process depends on order status:

  1. Pending: Admin can cancel directly
  2. Processing: Need to contact Operator for confirmation, can cancel if not picked
  3. Packed or later: Requires coordination between parties, may incur fees

Example:

Admin Backend → Order Details → Click "Cancel Order" button → Confirm cancellation

Q3: How often is order status updated?

A: Order status is updated in real-time:

  • ✅ System immediately updates status when Operator completes each stage
  • ✅ Admin can view latest status in real-time
  • ✅ Key status changes trigger notifications (e.g., shipped)

Q4: How to query order history records?

A: Complete operation records can be viewed on order details page:

  1. Enter order details page
  2. View "Operation Records" or "Timeline" section
  3. Records include: operation time, operator, status changes, remarks

Q5: What if product barcode cannot be scanned during picking?

A: Handling steps:

  1. Check if barcode is damaged or blurred
  2. Try manually entering barcode digits
  3. If still unrecognizable, search using product SKU
  4. Notify Admin to update product barcode information

Q6: Can an order be shipped in multiple batches?

A: Current system is designed for full order shipment, but can handle through:

  1. Split original order into multiple sub-orders
  2. Each sub-order processed and shipped independently
  3. Note related order numbers in remarks

Q7: How to handle return orders?

A: Return workflow:

  1. Admin creates return request in system (linked to original order)
  2. Record return reason and quantity
  3. Operator receives returned products and inspects
  4. Update inventory quantity
  5. System records return information

Q8: How to check order logistics information?

A: Logistics information can be viewed on order details page:

  • Logistics company name
  • Tracking number (copyable)
  • Shipping date
  • Shipping photos (if available)
  • Click tracking number to jump to logistics company website for tracking

Q9: How to print order picking list?

A: Operator backend provides print function:

  1. Enter order details or picking page
  2. Click "Print Picking List" button
  3. System generates PDF format list
  4. List includes: product name, SKU, quantity, barcode, storage location

Q10: What if order quantity doesn't match actual inventory?

A: Handling steps:

  1. Confirm system inventory quantity
  2. Physically count actual inventory
  3. If mismatch confirmed:
    • Update system inventory quantity
    • Record discrepancy reason
    • Notify Admin that order may need adjustment
  4. Create inventory adjustment record

Q11: How to set order priority?

A: Priority can be indicated through:

  1. Use order remarks to note "Urgent", "Priority Processing"
  2. Set expected shipment date (earlier = higher priority)
  3. Operator can filter urgent orders in backend filter
  4. System sorts by expected shipment date

Example Remarks:

🔥 Urgent Order - Same Day Shipment
⏰ Priority Processing - Customer requires next day delivery

Q12: Can order products be substituted?

A: Substitution possible in specific situations:

  1. Flexible Substitute Products: System supports setting alternative products
  2. Out-of-Stock Substitution: If original product out of stock, Operator can select substitute
  3. Requires Admin Approval: Need to notify Admin for confirmation before substitution
  4. Record Substitution Reason: System records substituted products and reasons

Best Practice: Recommend pre-setting substitute products in "Flexible Products" feature to speed up processing.

Important Notes ​

⚠️ Important Reminders:

  1. Order Data Accuracy: Carefully verify delivery address and product information before creating order
  2. Real-Time Communication: Notify the other role immediately when issues arise to avoid delays
  3. Barcode Scanning: Operator must scan barcodes during picking to avoid errors
  4. Inventory Management: Regularly count inventory to ensure system matches actual stock
  5. Status Updates: Operator should promptly update order status after completing each stage
  6. Photo Records: Recommend taking photos during parcel and shipment as evidence

Path Information ​

Feature Paths ​

  • Admin Order Management: /admin/orders
  • Operator Order Processing: /operator/orders

Documentation Web Paths ​

  • Chinese Documentation: http://localhost:3000/docs/processes/order-processing/overview
  • English Documentation: http://localhost:3000/docs/processes/order-processing/overview (Switch language to EN)

💡 Tip: Select "Order Processing Workflow" in the Process Guides menu to open this document.