What each order and inquiry status means
- Gebruiker
- Admin
This page gives the meaning of every order status and inquiry status, and the list that shows it. Each order has a status of its own, and so does the inquiry that holds it.
Order statuses
The order status shows in the status column of To validate and Archive, and on the status badge of an archived order. Hyperfox shows the status in English in every language, for example Submit Failed.
| Status (as shown) | Meaning | Shown in | Next status |
|---|---|---|---|
| Pending Validation | Hyperfox has read the order. It waits for you to check it. | To validate | Saved, Validated, Rejected |
| Saved | Someone saved changes to the order without validating it. | To validate | Validated, Rejected |
| Validated | You validated the order. Hyperfox is sending it to your ERP. | Archive | Submitted, Completed, Submit Failed |
| Submitted | Hyperfox delivered the order as a file, for example on an FTP server. A file cannot confirm that your ERP processed the order. | Archive | Completed, when your ERP reports back |
| Completed | Hyperfox's export reached your ERP. The API answered with success, or your ERP reported the order as received. | Archive | — |
| Submit Failed | Sending failed, or your ERP refused the order. The order shows the error your ERP returned. | To validate | Validated when you validate it again, Pending Validation when you save it, or Rejected. How an order reaches your ERP shows where the ERP answer sits in the path. |
| Rejected | Someone rejected the order. It never goes to your ERP. | Archive | — |
An inquiry stays in To validate as long as at least one of its orders is Pending Validation, Saved or Submit Failed. In a split inquiry, To validate can therefore show a Rejected or Validated order next to an order that still needs work.
A Submit Failed order did not reach your ERP. The cause and how to send it again are in I validated the order, but it is not in my ERP.
Which orders you can send again. Only a Submit Failed order, by validating it again. The steps are in Send a failed order to your ERP again.
A webhook delivery never changes the order status. Only the export to your ERP, or your ERP reporting back, sets Submitted, Completed or Submit Failed. "Failed (permanently)" is a status in the webhook log, not an order status.
When your ERP never reports back, the order keeps the status Hyperfox set when it sent the order. That status is Validated when only webhooks receive your orders. It is Submitted after a file export, and Completed after an API that answered with success.
None of these statuses says that your ERP processed the order. If your ERP refuses the order later and does not report back, the order keeps that status. Hyperfox never changes the status by itself. Only your ERP or your integrator can set Completed or Submit Failed afterwards, through the Hyperfox API. The details are in How the order status follows the sending.
Orders that skip To validate
An API or EDI channel can approve its orders automatically. If every order of the inquiry passes the checks, Hyperfox validates the inquiry as soon as it is processed. If one order fails a check, the whole inquiry stays in To validate for you. An order from such a channel can therefore appear straight in Archive without anyone validating it. Your admin sets this with Auto approve in the channel settings, under Admin settings > Channels.
Inquiry statuses
The inquiry status follows the inquiry while Hyperfox reads it. After you validate, the inquiry status combines the statuses of its orders. Hyperfox shows an inquiry status only in the Processing list, and only the two statuses an inquiry has there. You see the other statuses through the API. If the order came in through Microsoft 365, you also see them as labels on the e-mail. The table uses the names Hyperfox gives these statuses outside the Processing list.
| Status | Meaning | Next status |
|---|---|---|
| Unprocessed | Hyperfox received the document and has not queued it for reading yet. | Ready for processing |
| Ready for processing | Hyperfox queued the document for reading. The Processing list shows this status as Accepted, in the badge and in the Status filter. | Processing, Processed |
| Processing | Hyperfox is reading the document. The Processing list shows it as Processing. | Processed |
| Processed | Hyperfox has finished reading. The orders are in To validate. | Approved, Rejected, or Ready for processing after a retry |
| Approved | You validated the inquiry. Hyperfox is sending its orders. | Submitted, Completed, Partially Failed, Failed |
| Submitted | Every order is Submitted or Completed, and at least one is Submitted. | Completed, Partially Failed, Failed |
| Completed | Every order is Completed. | Submitted, Partially Failed or Failed, when a later answer from your ERP changes an order |
| Partially Failed | At least one order is Submit Failed, and at least one is not. | Submitted, Completed, Failed, Rejected |
| Failed | Every order is Submit Failed. | Submitted, Partially Failed, Completed, Rejected |
| Rejected | Someone rejected the inquiry. This status is final. | — |
Rejected orders do not count when Hyperfox combines the order statuses.
Partially Failed and Failed are about sending to your ERP. They never mean that Hyperfox could not read the document. If Hyperfox cannot read a document, the inquiry still reaches To validate, with a message on the order. That case is covered in An order stays in Processing or never reaches To validate.
If an inquiry came in through a connected Microsoft 365 mailbox, Hyperfox labels the e-mail. When Hyperfox receives the e-mail, the label is "HF: Processed". Submitted gets "HF: Submitted", Completed gets "HF: Completed" and Rejected gets "HF: Rejected". Partially Failed and Failed both get "HF: Needs attention". Your admin can rename these labels under Label names on the Microsoft 365 channel. The setting is listed on Channels.
Accuracy
The accuracy badge shows, as a percentage, how complete Hyperfox's reading of an order is. The badge does not say whether the filled values are right. How Hyperfox reads and fills in an order, step by step explains how Hyperfox calculates the percentage. A split inquiry shows the lowest accuracy of its orders. An order with no accuracy, for example an order received through the API, shows —.