Explained: Status and Other Column in the circuly Operations Backend

Possible status options and their explanation:

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Orders tab > Orders List

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Order Status Column

• Open: Auto assigned by the circuly system when an order is placed on your connected white-label checkout or manually. This is typically the first status an order has unless the order is created in the circuly Operations Backend by using the draft order function; in this case, the order has "draft" as its first status. Typically, when an order has the "open" status, this means that there is no subscription attached to the order yet, or a subscription needs to be created for this order. When you create a subscription for an order, the status changes to fulfilled either automatically (setting that assigns the fulfilled status to an order upon subscription creation) or manually (when you use the "mark as fulfilled" action. If you do not manually or automatically assign the fulfilled status to an order, then the order will stay in the open state, even if there is a subscription attached to it. We recommend assigning the appropriate status to the order as this is the status that is visible to your customer in the self-service portal, and a wrong status might confuse your customers. Learn more about the fulfilled status.
  
  API Value: OPEN
  Shown to customer in the self-service portal: yes
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• Fulfilled: The fulfilled status is assigned to an order when a circuly user marks the order as fulfilled by clicking on the Mark as fulfilled option in the Order Action menu. The order status "fulfilled" is commonly used in e-commerce to indicate that the order has left the warehouse. It can also be automatically assigned when the fulfilment process is done, and you start the subscription when you assume that the product is delivered.
  
  API Value: FULFILLED
  Shown to customer in the self-service portal: yes

• Cancelled: The cancelled status is assigned to an order when a circuly user cancels an order by clicking on the Cancel order option in the Order Action menu.
  
  API Value: CANCELLED
  Shown to customer in the self-service portal: yes
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• Draft: An order has the status "draft" when it is created in the circuly operations backend and does not originate from the checkout. An order has the "draft" status when the order is created in the backend, and the customer has not yet confirmed the order by completing the checkout. The status will change to "open" when the customer confirms the order and will be converted into a regular order (and be moved to the general order).
  
  API Value: DRAFT
  Shown to customer in the self-service portal: no
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Payment Status Column

• Payment Required: An order has the payment status as "payment required" when the initial payment has not been charged yet as a result of the "delayed charge" setting. In your settings you'll see the option to select a status that the order gets when the payment is delayed as a result of the "delayed charge" setting. The status indicates that the payment needs to be charged for this order and can either be done manually or will be automatically charged on subscription creation.
  
  Shown to customer in the self-service portal: no
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• Pending: An order has the payment status "pending" when the payment charge has been attempted but the payment hasnt been processed yet.
  
  Shown to customer in the self-service portal: no
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• Paid: An order has the payment status "paid" when the payment charge has been attempted and the payment has been successfully processed.
  
  Shown to customer in the self-service portal: no
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• Failed: An order has the payment status "failed" when the payment charge has been attempted but the payment has failed to process.
  
  Shown to customer in the self-service portal: no
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Tags Column

Tags do not have a fixed definition and can be used based on the definition that has been defined internally. Tags need to be changed manually and have no automation behind them. They shall be used to communicate between users internally after agreeing on a fixed definition for the existing tags. They are not visible to your customer. Tags are not shown in any form to your customer.

Find more info regarding updating the tag via API here.

• Delivered: The tag "delivered" signifies that the product has been delivered to the customer.
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• Delivery: The tag "delivery" signifies that the product is under delivery or to be delivered and is still in the logistics process.
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• In clarification: The tag "in clarification" signifies that there is an issue with the customer data and requires action. See notes for further information.
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• Lost: The tag "lost" signifies that the product attached to this subscription is lost and is not expected to come back.
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• Ordered at supplier: The tag "ordered at supplier" signifies that the product has been ordered at your supplier to be sent to your warehouse or directly to your customer.
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• Picked up: The tag "picked up" signifies that the product has already been picked up by the customer.
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• Pick up: The tag "pick up" signifies that the product needs to be picked up by the customer  e.g. if you have a store or if it has to be picked up at the refurbisher.
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• Replaced: An order has the "replaced" tag when the original product under the subscription has been replaced by another product.
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• Replacement: An order has the "replacement" tag when the order has to be replaced or is in the process of replacement.
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• Test order: Any order that has the "test order" tag is not a real order.

Origin Column

The origin information is not shown to the customer in any form.

• Checkout: If the origin of the order says "checkout" it means that the order was placed via the checkout.
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• CMS: If the origin of the order says "cms" it means that the order was created manually via the circuly backend.
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• Customer-API: If the origin of the order says "cms" it means that the order was migrated.

Subscription Type Column

The subscription type information is not shown to the customer in any form.

• Normal: If the subscription type is normal it means that this subscription considers the subscription to be for a physical product which will be returned at some point to you.
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• Consumable: If the subscription type is consumable it means that this subscription considers the subscription to be for a product that will be consumed over time and won't be returned to you.
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• Digital: If the subscription type is digital it means that this subscription considers the subscription to be for a digital product that is neither consumed nor will be returned.

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Subscriptions tab > Subscription List

Status Column

• Active: A subscription has the active status when a subscription is created for an order and the subscription is running normally.
  
  API Value: active
  Shown to customer in the self-service portal: yes

• Pending return: The "pending return" status means that the product attached to the subscription is expected to be returned. A subscription can have the "pending return" status as a result of the following actions and/or settings: - When a user manually sets the subscription status to pending return by clicking on the "Set status as pending return" option in the Subscription action menu in the Subscription Overview window. - When the subscription end date has arrived, and there is no interaction with any auto-renew or renewal options, the subscription gets the "pending return" status auto-assigned by the circuly system. - When the "auto cancel subscriptions" setting is enabled.
  
  API Value: pending_return
  Shown to customer in the self-service portal: yes

• Ended: A subscription has the "ended" status when a subscription is marked as returned from the Returns tab when you handle a return. You would typically mark a subscription as returned when the customer has returned the product and as a result the subscription has ended. If the customer has bought the products instead then you would mark it as bought instead of marking it as returned so that the correct status can be assigned to it.
  
  API Value: ended
  Shown to customer in the self-service portal: yes

• Pending replacement: A subscription has the "pending replacement" status as a result of the following actions: - When a user manually initiates a product swap from the circuly Operations Backend by clicking on the Initiate product swap option in the Subscription action menu. - When a customer makes a product change request from their Self-Service Portal, the subscription status changes to "pending replacement".
  
  API Value: replacement
  Shown to customer in the self-service portal: yes

• Bought out: A subscription has the "bought out" status when it is marked as bought in the Returns tab when you handle a return. You would typically mark a subscription as bought when the customer decides to keep their subscription product and has paid the amount that is due. If the customer has returned the product, you should mark it as returned instead of marking it as bought so that the correct status is assigned to it. If the customer has used the buyout action from the self service portal or you have initiated the buyout manually in the backend and if the payment has been successfully charged, then the subscription will automatically get the "bought out" status.
  
  API Value: bought_out
  Shown to customer in the self-service portal: yes

• Lost / Stolen: A subscription has the "lost/stolen" status when a circuly user manually initiates a product swap from the circuly Operations Backend by clicking on the Initiate product swap option in the Subscription action menu and checks the box for "is the item lost (missing/stolen)".
  
  API Value: lost_or_stolen
  Shown to customer in the self-service portal: yes

• Manual bought out: A subscription has the "manual bought out" status when a circuly user processes the buyout from the circuly Operations Backend.
  
  API Value: manual bought out
  Shown to customer in the self-service portal: no

• Swapped: A subscription has the "swapped" status when the product under the subscription has been swapped through the swap process.
  
  API Value: swapped
  Shown to customer in the self-service portal: no

• Auto-renewed: A subscription has the "auto-renewed" status when it has been automatically renewed through one of the following actions:- When the "Auto-renew subscriptions" setting is enabled. - When the "Custom auto-renew subscription" setting is enabled.- When you enable the "auto-renew" switch in the subscription overview window.
  
  API Value: auto-renewed
  Shown to customer in the self-service portal: no

• Cancelled by customer: A subscription has the "cancelled by customer" status when a customer makes a cancellation request from the self-service portal.
  
  API Value: auto-renewed
  Shown to customer in the self-service portal: no

Subscription Type Column

• Normal: If the subscription type is normal it means that this subscription considers the subscription to be for a physical product which will be returned at some point to you.
• Consumable: If the subscription type is consumable it means that this subscription considers the subscription to be for a product that will be consumed over time and won't be returned to you.
• Digital: If the subscription type is digital it means that this subscription considers the subscription to be for a digital product that is neither consumed nor will be returned.

Subscription Frequency Column

The subscription frequency defines the billing schedule for the subscription or in other words how often the customer is charged for their subscription. Currently the following values are possible.

• _Daily
• Weekly
• Monthly
• Yearly

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Payments tab > Payment List

Status Column

• Pending or payment pending: A "pending" status indicates that there is a delay in information from the PSP to the circuly system.  The circuly system has sent the payment to the PSP, and an update should have come back, but it hasn't yet. The exact status may vary depending on the PSP used: Pending is used for Stripe, Mollie and Braintree and Payment Pending is used for Adyen.
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• Submitted for settlement: A payment has the "submitted for settlement" status when the payment has been sent by circuly to the payment system to be charged.
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• Settled or Succeeded: The transaction was successfully charged by the PSP, and the success confirmation was sent to circuly. The status depends on the PSP you use. The status is displayed as settled for Braintree & Adyen or succeeded for Stripe & Mollie.
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• Refunded: The transaction was a refund transaction and the PSP has successfully refunded the payment and sent the confirmation to circuly.
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• Gateway Rejected: This status is only received from Braintree and means that Braintree didn't let circuly create a transaction in the first place.
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• Chargeback: The transaction was sent from circuly to the PSP, and the PSP tried to charge the saved payment method of the customer, but the customer or bank reported the charge as unauthentic or fraudulent. Learn more about how to deal with chargebacks.
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• Failed: The transaction was sent from circuly to the PSP and the PSP tried to charge the saved payment method of the customer but the payment was not successfully made. Further details on the failed reasons can be found in the invoice section.

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Order payment column

• TRUE: Order payment true means that this payment is an initial payment from order placement.
• FALSE: Order payment false means that this payment is either a recurring payment, one time charge or refund.

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Invoices tab > Invoices List

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Invoice Type

• Recurring payment: When the "Invoice type" column has the value "recurring payment" this means that the associated invoice is for a recurring payment.
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• One-time payment: When the "Invoice type" column has the value "one-time payment" this means that the associated invoice is for a one-time payment.
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• Initial: When the "Invoice type" column has the value "initial" this means that the associated invoice is for the initial payment. Initial payment is the payment that is due when an order is placed on your checkout for the first time by a customer.
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• Cancellation: When the "Invoice type" column has the value "cancellation" this means that the associated invoice is a cancellation invoice. A cancellation invoice is generated when you manually cancel an invoice due to reasons such as wrong information, typing error etc. Learn more about cancellation invoices.
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• Buyout: When the "Invoice type" column has the value "buyout", this means that the associated invoice is for a product under a subscription that the customer has bought out.
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• Replacement: When the "Invoice type" column has the value "replacement", this means that the associated invoice is the replacement invoice for the previously cancelled invoice. Typically the replacement invoice includes the update information (e.g. updated information, corrected typing errors) of the original invoice.
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• Refunded: When the "Invoice type" column has the value "refund", this means that the associated invoice is a refund invoice. The following actions/settings will assign the refund status to an invoice:
  
  - Setting: Auto refund immediately cancelled subscriptions.
  - Action: REFUND INVOICE button in the invoice overview window. This button enables you to refund an invoice manually.
  - Action: When you check the refund checkbox when cancelling an order.

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Tries Column

Numerical value ranging from 0 to x (Defined by you in your settings for failed payments. Associated setting: Number of payment retries).

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Follow up date Column

Indicates the date when the next automatic payment charge try will be done. If the maximum number of autoamtic tries was done this will indicate the date when the last automatic payment try was done.

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Paid Column

• Cross icon ⛌: The cross icon indicates that the invoice has not been paid yet.
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• Check icon ✔: The check icon indicates that the invoice has been charged. It is possible that an invoice is marked with a check sign, but no payment has been made. This is when you settle payments outside of the circuly system and mark an invoice as settled manually to keep track of all your invoices in circuly.

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Recurring Payments tab > Recurring Payments List

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Status Column

• Settled: The "settled" status indicates that a recurring payment charge was attempted and has successfully processed.
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• Not settled: The "not settled" status indicates one of the following:- a recurring payment charge was attempted and has not been processed yet or is under processing.- the payment date lies in the future.
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• Failed: The "failed" status indicates that a recurring payment charge was attempted but has not been successfully.

Failed Reason column

The displayed value varies according the payment service provider used. The information displayed here is directly taken from your connected service provider. Kindly check the failed reason articles from your respective PSP.

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Note: The failed reasons are only for recurring payments.

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Quick links for PSP documentation on failed reasons

• Mollie
• ‍Adyen
• ‍Stripe
• ‍Braintree

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Assets tab > Asset List

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Status Column

• In stock: An asset has an “in stock” status when the asset is in your stock and available to be rented on your eCommerce shop.

• Bought out: An asset has the “bought out” status when the asset is not expected to be returned because it has been bought/purchased by the customer.
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• Pending buyout: An asset has the "pending buyout" status until the one time payment that has been processed with the buyout process receives the status "paid" or "failed".
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• To repair: As asset has the “to repair” status when the asset has been returned and is under the repair process before it can be pushed into the stock and made available for renting.
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• Stolen: An asset has the status as “stolen” when the asset is not expected to come back because it has been stolen. The item can be be marked as stolen in the swap process by ticking the checkbox "is this item lost or stolen?"
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• Rented out: An asset has the status "rented out" when the asset is currently being rented by a customer in a subscription.
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• Broken: An asset has the status "broken" if you define in the repair process that an item cannot be rented out again.

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Returns tab > Return List

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Status Column

• Active: An order in the Return List has an “Active” status when the asset attached to the subscription is with the customer and the subscription is still active. All active subscriptions show up in the Return List because the assets attached to a subscription have the potential of being returned. It’s just a matter of time when the asset will be returned and, therefore, is available to be processed as returned at all times.
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• Pending return: An order in the Return List has a “Pending Return” status when the asset attached to the subscription is expected to be returned but is still with the customer and has not yet been returned due to reasons such as:
  
  - The subscription period has ended, and the customer is in the process of sending the asset.
  
  - The customer has made a cancellation request from the Customer Self-Service and you’ve enabled the setting (Auto cancel subscriptions) that sets the subscription status as pending return automatically when a cancellation request has been made from the Customer Self-Service.
  
  - The subscription went through two failed payment cycles, and you’ve enabled the setting (Cancel subscription on failure) that automatically sets the subscription status as pending return when a subscription goes through two failed payment cycles.
  
  - The status of the subscription was manually set to pending return.
  
  - When the customer makes the cancellation from the self-service portal within the early cancellation period.
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• Pending Replacement: An order is the Return List has a “Pending Replacement” status when the asset attached to the subscription is expected to be exchanged with another product. The product being replaced is then given the status of pending replacement to differentiate it from products that are regular returns and not replacement returns.

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Repairs Tab > Repairs List

Location & Status column

• To repair: Indicates that an asset is in the repair process or to be repaired.

Repair Status

• New