Keep a clear record of both payment status and fulfillment status. Staff should be able to see whether the transaction succeeded without assuming the goods left the building. Likewise, an order marked dispatched should not substitute for checking an unresolved payment exception.
Review a small sample from each sales channel. Follow the record from checkout through the final handoff and note where the two statuses become confused. Correct the labels or instructions before adding more automation. This separation gives the owner a more useful operational picture and helps customer service explain what has happened, what remains and who is responsible for the next step.
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