Order status badges: what each one means

Every order on Dashboard - Orders carries a status badge in the Xero status column. The badge is a short summary; the detail sits behind the button next to it, which reads View normally and Fix when something needs your attention. Clicking it explains what happened to that order and what to do next.

This page lists every badge you can see, grouped by what it means for you. Green and grey badges need nothing from you. Orange badges are waiting on something. Red badges need an action.

Posted and settled

Nothing to do. The order is in Xero and correct.

Badge	What it means
Posted	The invoice was created in Xero.
Posted $0	The order totalled zero, so a zero-value invoice was created.
Paid	The invoice was created and the payment was applied against it.
Nothing Due	The invoice needs no payment — either it settles to zero, or payment posting is switched off for this order's gateway.
Matched	The order was linked to a Xero contact that already existed, rather than creating a new one.
Credited	A credit note was created in Xero for the refund, and applied to the original invoice.
Refunded	The refund payment was posted against the credit note.
Reversed	The order was edited before it settled, so the invoice itself was reduced. No credit note is needed, and none was created.
Fees Billed	A bill for the payment gateway's fees was created in Xero.
Fees Paid	The gateway fee bill was created and paid.
No Fees	This order had no gateway fee to post, or fee posting is switched off.
Adj Billed / Adj Paid	An adjustment expense, such as a payout adjustment, was billed — or billed and paid.
Summarised Sent	The summarised invoice covering this group of orders was posted to Xero.
Summarised Paid	Summarised invoices: the summarised invoice was posted and paid.
Fee Billed / Fee Paid	The summarised fee bill for that group was posted, or posted and paid.

In progress

Work is under way. These clear on their own, usually within a few minutes.

Badge	What it means
Posting	The order is queued and on its way to Xero.
Paying / Paying Fee	The invoice or the fee bill is posted; the payment against it is being created.
Preparing	A credit note is being built for a refund on this order.
Summarising	Summarised invoices: orders in this group are being gathered into a single summarised invoice.
Prepared	The invoice has been built and is waiting to be posted.
CN Prepared / Fee Prepared	A credit note or fee bill has been built and is waiting to be posted.
Summarised Ready / Fee Ready	Summarised invoices: the summarised invoice or fee bill is built and ready to post.
Awaiting Pay	The invoice is in Xero. Shopify hasn't captured the payment yet, so no payment has been applied. It will be applied once Shopify captures it.

Waiting on something

Not an error. Something outside the app has to happen first.

Badge	What it means	What to do
Payout pending	This order is waiting to join a summarised invoice, either for its Shopify Payments payout or for that day's summary.	Nothing. It posts when the payout completes.
Transit	The same held-for-payout state, shown on orders synced before the current badges were introduced.	Nothing. Treat it exactly as Payout pending.
Pay Pending	The invoice is in Xero, but the payment can't be applied yet.	Open the order and read the message — it names the reason.
Part Paid	A payment was applied but the invoice still has a balance owing.	Check the invoice in Xero. Split payments and currency conversion are the usual causes.
Refunding	A refund exists in Shopify but its money movement hasn't settled yet, so no credit note has been created.	Nothing yet. It posts once the refund settles.
Fee Pending / Fee Pay Due	The gateway fee bill, or its payment, hasn't been posted yet.	Nothing. These follow the invoice.
Not Posted	No invoice has been created for this order yet.	Open the order to see why, or post it manually.
Not Updated	The order changed in Shopify, but the existing Xero invoice couldn't be updated to match.	Open the order and read the message.
Unfulfilled	Your store only syncs orders once they're fulfilled, and this one isn't yet.	Nothing. It syncs when you fulfil it.
Pre-Sync	The order was placed before automatic syncing was switched on, so it wasn't posted automatically.	Post it manually if it belongs in Xero.
No Txn	Shopify didn't send a payment transaction for this order, so there was nothing to record as a payment.	Check the order in Shopify. Contact us if it does show a payment there.

Blocked — change something in Xero first

The invoice exists, but a payment on it is protected and the app won't touch it. Each of these is deliberate: it stops the app from disturbing work you've already done in Xero.

Badge	What it means	What to do
Reconciled	The payment on this invoice is already bank-reconciled in Xero, so it can't be replaced.	Un-reconcile the payment in Xero, then re-post the order.
Locked	The payment is part of a batch payment in Xero and can't be changed while it is.	In Xero, remove the payment from its batch, then re-post the order.
Payment Locked	The payment on this invoice was entered by you, not by the app, so it's left alone.	Nothing, unless the payment is wrong — correct it in Xero.
Reassigned	The invoice's contact in Xero was changed by hand and no longer matches this order's customer. Syncing paused to protect the payment on it.	Check the invoice's contact in Xero. Re-posting will overwrite that contact with the one linked to the Shopify customer.

Setup needed

Something in your mapping is incomplete. These are usually a one-time fix that then clears a group of orders at once.

Badge	What it means	What to do
Setup Needed	The order's payment gateway has no Xero bank or clearing account set.	Add one in Setup - Payouts, then re-post the order.
Fee Setup	The gateway's fee accounts aren't set up.	Set the fee account and rate in Setup - Payouts.
No Item Code	A product on the order has no matching Xero item code.	Map the product in Dashboard - Products.
No Xero Item	A variant's SKU doesn't match any Xero item. If your store is set to hold orders until every SKU matches, the order waits here.	Map the product in Dashboard - Products, then re-post.
No Xero Stock	A matched Xero item isn't enabled for sale, or is a tracked item with no stock available.	In Xero, turn on "I sell this item" for it, or add stock, then re-post.

Errors — action required

These orders are not in Xero, or are incomplete. Open each one with the Fix button: the message names the specific account, item or contact involved.

Badge	What it means	What to do
Error	Xero rejected the order. The message gives the reason.	Open the order with Fix and follow the message.
Reconnect	Your Xero connection has expired or been disconnected.	Reconnect Xero in Setup - Xero, then re-post.
No Account	One or more products have no Xero account code.	Set the sales account on the matching Xero item, or a default in Setup - Products.
No Customer	The order has no customer, and no default contact is set.	Set a default contact in Setup - Xero, then re-post.
No Gateway	The order's payment gateway couldn't be matched to a Xero account.	Map it in Setup - Payouts. If Shopify sent no gateway name at all, email us — that one needs setting up for you.
No Payment / No Refund	The invoice or credit note posted, but its payment couldn't be created.	Open the order and read the message.
CN Failed	A credit note for a refund couldn't be created.	Open the order and read the message.
Fee Failed / Adj Failed	A gateway fee bill or an adjustment bill couldn't be posted.	Check the fee accounts in Setup - Payouts, then re-post.
Fraud Hold	Shopify flagged the order as potentially fraudulent, so it wasn't posted.	Nothing, if the flag is right. If the order is legitimate, email us and we'll post it for you.
Limit Hit	This store has a monthly cap on how many orders can be posted, and it has been reached.	Email us.
Summarised Err / Pay Failed	Summarised invoices: the summarised invoice, or its payment, couldn't be posted.	Open the summary on Dashboard - Summarise and read the message.
Mismatch	Summarised invoices: the summarised invoice total doesn't reconcile against the Shopify Payments payout it covers, so it wasn't posted.	Email us with the payout date and your shop URL.
Conflict	Summarised invoices: one or more orders in this group had already been posted to Xero on their own.	Email us — we'll work out which document should stand.

Resting states

Grey badges are settled outcomes, not steps in progress. Nothing is pending and nothing is wrong.

Badge	What it means
Voided	The order was voided or cancelled, or its Xero invoice was voided. If a draft invoice was left behind in Xero, the message on the order says so — remove it there if you don't need it.
CN Voided / Fee Voided	A credit note or fee bill for this order was voided in Xero. The app won't re-create it, because voiding it was a deliberate decision.
Cancelled	The order was cancelled with a zero total, so no invoice was needed in Xero.
Skipped	The order was excluded from syncing by one of your filters — an order tag, a sales channel, or a fulfilment rule.
Pre-Cutover	Summarised invoices: every order in this group predates the date your store switched to summarised invoices, so the summarised invoice was skipped.

Badges on older orders

Orders synced before the current badges were introduced show a simpler set: Posted, Posting, Pending, Transit, Error, or Not yet posted. They mean the same things as their groups above, and the message behind the View or Fix button is always the precise version.

If a badge doesn't match what you see in Xero, or an order sits in one state longer than you'd expect, email us at help@hyvelabs.co with your shop URL, the order number, and the message shown on the order.