How do I update a Payment Status for an order?

How to Manually Update Payment Status on Orders in PhotoBiz

Overview

There may be times when you need to manually update the payment status on an order in your PhotoBiz account. This can be helpful if you received payment outside of PhotoBiz, refunded an order through your payment processor, or need to mark an order as void for your own records.

This guide will show you how to open an order from the ECommerce dashboard and manually update its payment status. You will also learn what each payment status means and what happens when you choose to send an email notification to your client.

STEP ONE

STEP TWO

On the ECommerce dashboard, locate the Payment Status section and click PENDING.

This will show you orders that currently have a pending payment status so you can quickly locate the order you need to update.

STEP THREE

Click the Order Number for the order you want to update.

This will open the full order details page.

STEP FOUR

In the top-right corner of the order details page, click STATUS.

This opens the order status panel on the right side of the screen.

STEP FIVE

Click CHANGE STATUS.

This will display the available payment status options for the order.

STEP SIX

Use the Select Payment Status dropdown to choose the correct payment status for the order.

Choose Paid if you have received payment. This status is normally set automatically when your payment processor confirms a successful payment.

Choose Pending if payment has not been received yet. This can apply to offline payments or orders where the client did not finish the payment process.

Choose Refunded if you already processed a refund through your payment processor. This update is for record-keeping only and does not send a refund through your merchant account.

Choose Void if the order was canceled or should no longer be considered active.

If needed, select the option to send an email notification to your client about the payment status update.

FINAL STEP

Click SAVE CHANGES to apply the new payment status.

If you chose to send an email notification, you will be able to review and edit the email address, subject line, and message before sending it. Once saved, the updated payment status will appear on the order.

Additional Options or Helpful Notes

Manual payment status changes do not process payments, refunds, or voids with your payment provider. They only update the order record inside your PhotoBiz account.

Using the PENDING option on the ECommerce dashboard can help you quickly find orders that still need attention before opening the full order details.

If you need to issue a real refund, you must complete that action directly through your connected payment processor first.

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