Use statuses that describe observable steps, such as enquiry, awaiting confirmation, paid, processing, delivered and resolved. Keep payment and account activation distinct so staff do not mistake one completed step for an entirely completed order.
Define the meaning
Write a short definition for each status and who can change it. “Paid” should refer to the payment record, while “delivered” should refer to the account handover. Avoid vague labels such as “done soon” that cannot be reconciled against a real action.
Record the next action
Every open order should have an owner and a concrete next step. For example, an account may be waiting for the customer’s device information or a supplier response. This makes the queue useful and prevents repeated requests for information that has already been supplied.
Preserve the history
Keep timestamps and references when the status changes, particularly for corrections or refunds. Do not overwrite an old entry merely to make the current queue look tidy. The history can explain why an order took longer or how a duplicate was resolved when a later question arises.
