Payments and invoices
Route: /org/ecom/orders · Permission: Send Invoice to COD order after manual payment acknowledgement
1. What this covers
Getting paid, and proving it — chiefly for cash on delivery, where payment happens away from the system and has to be recorded by hand.
| Concept | Meaning |
|---|---|
| Payment status | PENDING or paid — independent of the order's status |
| COD to collect | COD orders still PENDING |
| Payment reminder | A nudge to the customer |
| Invoice | A document, emailed on request |
2. How COD money is recorded
The money changes hands off-system. Until someone updates the payment status, the order stays on the COD to collect list however many times it has been delivered.
That list is the reconciliation worklist — if it grows, cash is being collected and not recorded.
3. Working COD
Step 1 · Filter
COD to collect — "Show only Cash-on-Delivery orders awaiting collection" — scopes to
payment_method = COD and payment_status = PENDING.
Step 2 · Nudge
A payment reminder can be sent to the customer. The card records when the last one went, so a follow-up is not sent blind.
Step 3 · Record the payment
Update the payment status once cash is in hand. The chip changes from COD · TO COLLECT to
COD · PAID.
Step 4 · Send the invoice
Emailing an invoice needs Send Invoice to COD order after manual payment acknowledgement, and the permission's own description is explicit: "Send Invoice to COD order after manual payment acknowledgement."
An invoice sent while the order still reads TO COLLECT tells the customer they owe money they have
already handed over. The permission is worded to make the order of operations obvious.
4. Field reference
| Element | Behaviour |
|---|---|
| Payment chip | COD · TO COLLECT or COD · PAID |
| COD to collect toggle | COD + pending |
| Payment reminder | Sends a nudge; the last-sent time is shown |
| Invoice | Emailed; downloadable as an admin invoice or bill |
5. The admin contract
| Prerequisite | Without it |
|---|---|
| Send Invoice to COD order after manual payment acknowledgement | No invoice can be emailed |
| COD enabled | The whole flow is moot |
| A COD payment QR | Customers have no scan-to-pay route |
| A working email channel | Invoices and reminders do not send |
6. Downstream
Payment status drives the COD to collect worklist, what the shopper sees in my orders, and whether an invoice is appropriate.
7. Don't confuse this with…
| Thing | Why it differs |
|---|---|
| Payment status | Whether money arrived |
| Order status | Where the order is |
| Invoice | Emailed document |
| Receipt | Printed at handover |
| Credit note | Money going back |
8. Troubleshooting
| Symptom | Cause |
|---|---|
| Delivered orders still on COD to collect | Payment was never recorded |
| Cannot email an invoice | Missing Send Invoice to COD order after manual payment acknowledgement |
| Customer says they already paid | The payment status was not updated |
| No QR in the COD email | See payment gateways |