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For Merchants: Payment Status, Tracking and Orders

PortalX gives merchant teams a central view of Payment On Delivery transactions, customer contacts, payment status, and tracking references.

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Written by Hayko

For Merchants: Payment Status, Tracking and Orders

This article explains what each transaction status in PortalX means, how a transaction moves from one status to the next, and how delivery and payment are shown together.

Transaction Statuses

  • Created: the transaction exists, but the parcel has not been handed over yet and payment has not started.

  • Pending Payment: the label is ready or the order is marked as shipped; the consumer can now pay at the door.

  • Paid: the consumer paid.

  • Refunded: the payment was refunded.

  • Cancelled: the transaction was cancelled before payment.

  • Require Payment: your channel requires prepayment; the consumer must pay before you ship.

  • Prepaid Waiting Shipment: the consumer paid up front and the order is waiting to be shipped.

  • Data Only: stored for reference, without payment.

There is no separate "Failed" or "Expired" status. A payment attempt that fails leaves the transaction in Pending Payment, so the consumer can try again.

How Statuses Change

  • Created becomes Pending Payment when the shipping label is printed and ready, or when you use Mark as shipped.

  • Pending Payment becomes Paid when the consumer pays.

  • Require Payment becomes Prepaid Waiting Shipment when the consumer pays up front; Mark as shipped then makes it Paid.

  • Paid becomes Refunded with Mark as refunded.

  • Created or Pending Payment becomes Cancelled with Mark as cancelled.

Tracking Statuses

Shipments have their own tracking status from the carrier: Label created, In transit, Out for delivery, Delivery attempted, Delivered, Exception, Returned, Cancelled or Unknown. You can filter the Transactions list on tracking status.

Delivery and Payment Together

For delivered parcels the list shows a badge that combines delivery and payment:

  • Delivered and paid

  • Delivered first, paid after delivery

  • Delivered after unsuccessful payment attempt

  • Delivered first, no payment initiated

  • Delivered, unpaid

  • Delivered, unpaid legal: the final payment window has ended.

The Dashboard

The Dashboard gives an overview of your business. Choose a period (from the last 24 hours to all time, or a custom period) and a channel. It shows:

  • KPI tiles: Revenue, New orders, Paid orders, Average order value, Refund rate and Cancellation rate. Click a tile to see how it is calculated.

  • Revenue performance compared with the previous period, and a conversion funnel.

  • Payment follow-up: shortcuts to labels waiting 7+ days, payment-only orders waiting 7+ days, and delivered but unpaid orders.

  • Top regions by revenue, top products, new customers and customer split.

  • What happens after the scan?: the share of payment packages paid, the average time to pay at the door and the average customer rating out of 5.

The Dashboard updates live.

Order and Tracking References

  • Order ID: your own order number, the main reference for support.

  • Shop order ID: the order number from your shop platform, such as Shopify.

  • Transaction ID: the internal QrX reference (16 characters).

  • Tracking number: the carrier's parcel number.

Multiple Merchant Channels

If you sell through several shops or brands, each is a merchant channel with its own settings, payment provider and API key. Filter the Transactions list and the Dashboard by channel.

Support Checklist

When you contact QrX about an order, include the order ID or transaction ID, the channel, the status you see and what you expected. For payment questions, also include the payment provider and the time of the payment attempt.

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