How to Fulfill an Order

How to Fulfill an Order

After an order is created, the next step is its physical fulfillment — from picking items off the shelves to sending the package to the customer. The process has three steps: Picking → Packing → Shipping.

Open the order and click the Fulfill Order button, or go to Sales → Order Fulfillment where you can see all orders waiting to be processed.

Step 1: Picking

In this step, you confirm which specific items you are taking from stock.

The system automatically suggests optimal stock based on the method configured for that product — for example, FEFO (first-expire-first-out) means the system will always suggest stock with the nearest expiration date. You can accept the suggestion or manually select a different batch/lot.

For each item in the order:

Items with serial numbers or lots — the system displays available lots with serial number, expiration date, and available quantity. Enter how many you are taking from each lot. Expiration dates within 30 days are marked in orange, and expired ones in red.

Regular items without tracking — simply confirm the item is available with a checkmark.

At the top of the screen, you can see progress: how many items are complete, how many are partial, how many are waiting.

When you're satisfied with the selection, click Confirm Picking.

If items are out of stock, the system will warn you before you begin. In that case, either replenish stock or arrange with the customer to modify the order.

Step 2: Packing

Here you organize the picked items into physical packages for delivery.

Click Create Box to add a new package. The system displays a list of unpacked items — add them to the box. For each box, you can optionally enter weight and dimensions, which is useful for automatic shipping cost calculation.

When the box is assembled, you can add photographs as documentation (up to 5 photos per box) — useful in case of claims or disputes about package condition. Supported formats are JPG, PNG, and WebP, with a maximum size of 5MB per image.

Click Confirm Box when the package is ready. Repeat until all items are packed.

Step 3: Shipping

Before you can confirm shipping, the system verifies the following conditions are met:

✓ All items are picked

✓ All items are packed

✓ Shipping address is entered

✓ Order is paid

If any of these conditions are not met, the system will tell you exactly what is missing.

When conditions are met, for each box select a courier service (DHL, UPS, FedEx, GLS, DPD, Post, etc.) and enter the shipment tracking number. You can check the option Notify customer to send them an email with shipping information.

Optionally, you can generate a packing slip as a PDF document.

Click Confirm Shipping — the order moves to Shipped status.

Partial Fulfillment

It's not always possible to ship everything at once. The system supports partial picking, packing, and shipping — you can confirm and ship some boxes immediately and others later. The order then gets a Partially Shipped status and remains open until everything is delivered.

What Happens with Stock?

Stock is reserved at the time of order creation. During picking, the system records exactly which batches and lots are leaving, and during packing, it tracks what is physically assembled. The entire flow is recorded in the stock movement history, always giving you insight into where each item went and when.