Overview
Luminous tracks orders through several lifecycle stages using status labels on Sales Orders, Fulfillment Orders, and Work Orders. When something goes wrong — such as an unmatched SKU or a stalled shipment — Luminous surfaces the problem either in the Purgatory queue or through the Monitors alert system.
Sales Order Statuses
These are the statuses you see on the main Sales Orders list:
| Status | What it means |
|---|---|
| Pending | The order has been received and is being processed — inventory is reserved against it. This is the default active state for open orders. |
| Awaiting Shipment | The order is ready for the warehouse to pick and ship. |
| Partially Shipped | At least one line item has been shipped, but the order is not yet fully fulfilled. |
| Shipped | All items on the order have been shipped. Luminous marks the order complete at this point. |
| On Hold | The order is temporarily paused. Whether On Hold orders reserve inventory depends on your tenant's pending-inventory settings. |
| Cancelled | The order has been cancelled or voided. Cancelled orders do not count toward pending inventory. |
Posted vs. unposted: Separately from the status above, every sales order also has a posted flag. An order must be posted in Luminous before fulfillment orders can be pushed to a warehouse. You cannot manually mark an order as Shipped until it has been posted.
Fulfillment Order Statuses
Fulfillment Orders (FOs) are the records Luminous sends to a warehouse or OMS. They have their own status that progresses independently of the parent sales order:
| Status | What it means |
|---|---|
| Pending | The FO has been created and is queued for the warehouse. |
| Planned | The FO is approved for execution but not yet started. |
| Awaiting Shipment | The warehouse has acknowledged the FO and is preparing to ship. |
| Partially Shipped | Some FO lines have shipped. |
| On Hold | The FO is temporarily paused. |
| Shipped | All FO lines have been shipped. |
| Action Required | The external system returned an exception — manual intervention is needed. |
| Cancelled | The FO was cancelled (void, failed, or trashed by the external system). |
| Error | The FO failed to process or sync and needs review. |
The FO statuses that count toward your pending inventory calculation are configurable — see the related article on configuring fulfillment order pending statuses.
Work Order Statuses
Work Orders (production / assembly) follow a separate status path:
Draft → Planned → In Progress → Completed
- Draft — Editable planning stage; no inventory committed.
- Planned — BOM exploded; approved for execution. Move here once purchasing is finalized.
- In Progress — Raw materials committed; production is active.
- Completed — All production finished; no further actions.
- On Hold — Temporarily paused.
For a detailed guide on when to advance a work order through each stage, see the related article "Work order statuses: when to move Draft → Planned → In Progress → Completed."
Luminous does not currently support cancelling a Work Order — if a job is abandoned, leave it On Hold or contact support about writing it off.
Handling Order Processing Errors: Purgatory
When an incoming order contains line items that Luminous cannot automatically match to a SKU in your catalog, those orders are routed to Purgatory rather than being posted.
Where to find it: Navigate to Operations → Purgatory (or follow the Open Purgatory link shown in any close-books remediation alert).
What to do:
- Open Purgatory and review the unmatched orders.
- Map each unrecognized item to the correct Luminous SKU, or add it to your ignored-patterns list if it should never be tracked (e.g., gift cards, shipping fees, discounts).
- Once items are mapped, re-run the auto-map or reprocess job to push the order into the normal flow.
Ignored patterns let you automatically skip line items whose name or SKU matches a text string or regex pattern — preventing those items from blocking order posting in the future. You can configure these in your Purgatory settings.
Email notifications: You can configure Purgatory to notify specific email addresses or users whenever unallocated orders are waiting for attention.
Handling Order Alerts: Monitors
Luminous Monitors run on a schedule and email you when orders fall outside expected thresholds. Two monitor types are relevant to order processing:
Order Aging Monitor
Detects orders that are stuck at a stage longer than your configured threshold:
| Check | What it flags |
|---|---|
| Orders Not Shipped | Open orders that haven't shipped within N days of being received |
| Shipped Not Invoiced | Orders shipped but not fully invoiced after N days |
| Missing Fulfillment Order | Orders with no FO created after the minimum age |
| Stuck Unfulfilled | Orders with no shipment progress at all after N days |
A new Order Aging Monitor is automatically created for every integration you add, defaulting to zero orders expected — so any unexpected order activity triggers an alert immediately.
EDI Health Monitor
Detects missing or failed EDI documents:
| Check | What it flags |
|---|---|
| EDI 856 Missing | Shipped EDI orders with no ASN sent after the grace period |
| EDI 810 Missing | EDI invoices with no 810 sent after the grace period |
| EDI Failed Transactions | EDI documents that failed to transmit |
Setting up or adjusting a Monitor
- Go to Tools → Admin Tools and select Open Monitors.
- Click Add Monitor to create a new one, or View to edit an existing one.
- Configure the checks, thresholds (N days), check interval (default: daily), and alert recipients.
- Click Test to verify email delivery, then Save.
- To trigger an immediate check, click Run Now on the monitors list.
Tip: Once you go live with an integration, update the monitor thresholds to reflect your expected daily order volume. Leaving them at zero after go-live will generate alerts for every normal order.
Quick Reference: Which statuses reserve inventory?
- Sales Orders: Pending (and On Hold, if your settings include it) count toward pending inventory. Shipped and Cancelled do not.
- Fulfillment Orders: Configurable — you choose which FO statuses reserve stock in your pending-inventory settings.
- Work Orders: In Progress commits component inventory; Draft and Planned do not.