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Order states

Orders can have one of these workflow states:

  • Open orders have been entered in the system but have not been paid for yet.

    An order that a restaurant employee places on one Toast POS device is shared so that it can be accessed from any of the other devices in your network. As a result, you can place an order from one device and view or modify it from another.

  • Paid orders have been paid for but have not yet been completed.

    This is the state an order is in when an employee has run a guest's credit card for the order balance but has yet to add in the tip amount to complete the order.

  • Closed orders have been fully paid for, including any tips, and the server has closed them.

    Closed orders can be cleared, or purged, from Toast POS devices to regain the memory used to store them. If so, they remain available in the Toast administration back-end for review and editing, where you can send them back to devices and re-open them if necessary.

  • Restricted orders cannot be edited, re-opened, or sent to devices. You can review order details for restricted orders in the Toast administration back-end.

    The system assigns this state to an order automatically after it has been in the closed state for a defined period of time, such as 90 days.

The following flowchart illustrates the states that the system assigns to orders, and shows the difference between the states that typically apply to orders that are paid by cash and those paid by credit card.

Flowcharts showing the three states an order paid in cash can have and the four states an order paid by credit card can have.

Different conditions can also apply to orders. An example of a condition is an order that is in the open state and is in the held condition of not yet being sent to prep stations for fulfillment. Another example is a closed order that has been cleared from the Toast POS devices to free up space and improve performance. The state of the order is closed, and it is in the purged condition. When a closed order is purged you can continue to review it from the Toast administration back-end, but it is not included in the Payment Terminal > Closed Checks list on Toast POS devices.

For more information about purging orders from Toast POS devices, see Purging closed orders.


The Toast platform records data about guest interactions in both orders and in checks. Generally, an order contains the information needed internally to fulfill guests' requests, while a check contains the information that guests need for payment. A single order can have one or more checks associated with it, and different states can apply to those checks than to the order.