Order Lifecycle

This page documents the complete lifecycle of a Scottsdale Mint WooCommerce order — from cart through to delivery and beyond.

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Order Lifecycle Overview

Customer → Cart → Checkout → [Payment Processing] → Order Status Changes → Fulfillment → Shipping → Completion

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Stage 1: Cart and Checkout

1. Customer adds products to cart
2. Cart page:
   • WooCommerce calculates item prices (updated every 60 seconds from NFusion pricing)
   • Applied coupon codes validated
   • Minimum order amounts checked (if configured)
3. Checkout page:
   • Customer enters shipping address
   • AvaTax calculates tax in real time (AJAX call on address change)
   • Customer selects payment method
   • Kount collects browser fingerprint data for fraud scoring
   • Customer submits order

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Stage 2: Fraud Check (Pre-Auth)

Before any payment is processed, Kount evaluates the order:

Kount Decision	Action
APPROVE	Proceed to payment
DECLINE	Order rejected; customer sees error; no payment attempted
REVIEW	Payment proceeds but order flagged for manual review

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Stage 3: Payment

Depending on the selected payment method, the order enters one of several paths:

Payment Method	Initial Status	Notes
Card (PPCP)	wc-processing	Immediate authorization + capture
ACH	wc-pending-ach	Debit submitted; 3–5 day settlement
Bank Wire	wc-partially-paid	5% deposit collected; wire awaited
Crypto	wc-pending-crypto	Address shown; awaiting blockchain confirm

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Stage 4: Payment Confirmation

Payment Method	Confirmation Event	Status Change
Card	Immediate capture	— (already wc-processing)
ACH	iTransact settlement webhook	wc-pending-ach → wc-processing
Bank Wire	Admin manually confirms	wc-partially-paid → wc-processing
Crypto	Blockchain confirmations received	wc-pending-crypto → wc-processing

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Stage 5: KYC (If Required)

High-value orders from unverified customers may require KYC identity verification:

1. Order status set to wc-kyc-pending
2. Customer receives email with secure document upload link
3. Compliance team reviews documents
4. If approved: order → wc-processing
5. If rejected: order → wc-cancelled, payment refunded

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Stage 6: Fulfillment (wc-processing)

Once an order is in wc-processing:

1. NFusion Export — Order details synced to NFusion for inventory/fulfillment reporting
2. ShipStation Export — Order pushed to ShipStation for packing slip and label generation
3. Inventory Deduction — WooCommerce inventory decremented (if inventory tracking enabled)

The order may also transition to wc-awaiting-shipment as an intermediate status while waiting for physical fulfillment.

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Stage 7: Shipping

1. Warehouse team packs the order
2. FedEx label generated via ShipStation
3. Package shipped via FedEx (overnight or 2nd day, signature required for precious metals)
4. ShipStation sends a webhook to WooCommerce with tracking number
5. WooCommerce order updated with tracking number (by suma-woo-order-tracking plugin)
6. Customer receives shipping confirmation email with tracking link

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Stage 8: Delivery → Completion

1. Customer receives package
2. Order automatically completes after delivery (configurable, or admin manual):
   • Status: wc-completed
3. Yotpo review request email triggered after completion (configurable delay)

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Cancellations

Orders can be cancelled:

Scenario	Who Cancels	Refund
Customer cancels (before fulfillment)	Customer or Admin	Automatic via gateway
Kount fraud decline	System	No payment taken
ACH return (NSF, invalid acct)	System (webhook)	Status: wc-payment-declined
Crypto window expired	System	No payment taken
KYC rejected	Admin	Manual refund if deposit taken

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Refunds

Payment Method	Refund Method
Card (PPCP)	Automatic via WooCommerce refund → PayPal API
ACH	Manual — via iTransact portal
Bank Wire	Manual — bank-to-bank or check
Crypto	Manual — admin sends crypto or equivalent USD

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Order-Related Emails

Email	Trigger	Plugin/Class
Order Confirmation	Order received	\Suma\Emails\OrderConfirmation
Wire Instructions	Bank wire order	\Suma\Emails\WireInstructions
ACH Submitted	ACH order	\Suma\Emails\AchPending
KYC Required	KYC trigger	\Suma\Emails\KycRequired
Shipping Confirmation	Tracking number added	\Suma\Emails\ShippingConfirmation
Order Complete	Order completed	WooCommerce default + Yotpo trigger
Payment Declined	Payment fail	\Suma\Emails\PaymentDeclined

All emails route through Mailgun via WP Mail SMTP.