OrderPort Fulfillment
Capturing Funds and Preparing Orders for Release
- The Fulfillment module is used to capture funds on orders and create shipping labels to release an order.
- Webstore, wine club, and admin cart orders are authorized at check out, but funds are not captured.
- If you are using a third-party shipping system, the fulfillment module will be used to send order information to your warehouse.
Fulfillment Module
If you need to fulfill or release an order, log into OrderPort admin. To navigate to the Fulfillment module, click the products tab and then click Fulfillment.
You will be redirected to the Fulfillment homepage.
Navigating the Fulfillment Module
The Fulfillment homepage organizes orders based on whether they’re ready to be released or not. If an order is in a Carrier Terminal funds have been captured, and it’s waiting to be shipped or picked up. If an order is marked as To Import or In Session, it has not completed the fulfillment process.
The fulfillment process is the same for wine club, web store, and Admin Cart orders. The module contains multiple filters and search options to ensure that you can organize the orders that need to be fulfilled. All wine club orders, regardless of club type, will go through fulfillment.
Order Breakdown
To Import: orders that have been made through the webstore, wine club module or admin cart waiting to be fulfilled.
In Session: orders that are being edited prior to being fulfilled. Will also include backorders and orders that declined during the fulfillment process.
Pay at Pickup: orders created with the payment method Pay At Pick
Up. They will remain here until paid for at the point of sale. Not all wineries have this method enabled.
On Hold: purchase orders that haven’t been approved by management. They cannot be fulfilled until approved.
Viewing Orders In Fulfillment
When an order has been created, it will automatically be placed in the Fulfillment module if the credit card is successfully authorized. It will list customer information, shipping information, and club information if it’s a wine club order. Any order that declines at checkout will need to be reauthorized before it shows up in the module.
Wine club orders that have been customized, either by the winery or by the customer, will show in blue with the note “Wine Club Custom Order.” This allows to easily recognize which orders need to be fulfilled with special instructions or products.
After you have found the orders you want to fulfill, check the box for each order and click Next.
Capturing Funds on Orders
The first step of Fulfillment will be to print off pick lists, packing slips and receipts in a batch. Click the document you want to print and a copy will be printed for each order you in the batch. This is an optional step, so you can click Continue if you don’t need them printed.
Next you will tell the system to capture funds by clicking on the button for the order types. For example, to capture funds on pickup orders, you will hit the Will Call button. In this example we have UPS orders to fulfill, so we will click on the UPS button. Click Will Call for any pickup orders.
Capturing Funds on Orders
When funds have been captured on an order, a success message will appear on the screen. The funds will hit your bank account when your next batching occurs.
The orders will now be transferred automatically to their respective Carrier Terminals. Pick Up orders will be released when the customer picks it up in the tasting room. Shipping orders will be released when a label is created, or they are sent to a third-party warehouse.
Releasing a Shipping Order
After funds have been captured, the order will be transferred to its Carrier Terminal. In this example, the order is being delivered via UPS so it’s now in the UPS Carrier Terminal. After you have found the order you are working on, check the box then click Release. If you have created a shipping label outside of OrderPort, click Remove Selected Orders to mark it as released without creating a tracking number or label.
Shipping Order
When an order is released, a message will appear marking a successful release with a tracking number. The customer will receive an email letting them know the order is shipping soon along with the tracking information. The label will be generated and open in a new window for printing.
Make sure that you have the correct printer settings chosen in your Shipping Settings module so that you can successfully print your label. Orders can be released in a batch if necessary. A label will be generated for each order in the batch.
Releasing a Pick-Up Order
Pick-Up Orders will move to the Pick-Up Order carrier terminal. As people come and pick up their orders, releasing the order from the POS will automatically remove them from the carrier terminal.
No action will be required in the Fulfillment module
Orders can also be released from the Carrier Terminal if necessary. If an order was not marked as released when the customer picked it up, the system will still think they haven’t received it yet. When you find the order you need to release, click the Release button to the right of the order information.
Third Party Shipping
When using an integration with third-party shipper, you have two options to provide them with order information. If you have your fulfillment set to Auto, order information will be sent to your fulfiller as soon as you capture funds. If your fulfillment is set on Manual, orders will move to your third-party Carrier Terminal after you capture funds. It will be labeled as FORT, Wine Shipping or ShipCompliant depending on your warehouse’s system.
If an order is in your third-party Carrier Terminal, you have the choice of fulfilling it inhouse or sending it to your warehouse. Click Send to FF House to send the order information to the warehouse. Click Send to OrderPort Fulfillment to ship it yourself. It will move to the Carrier Terminal of the shipping method used.
Your Orders Have Now Been Fulfilled
- If you used the inventory bypass feature, you will now want to go through your products and update them in the inventory module to ensure you have current numbers in the system.
- You can now run various reports to see the sales associated with the fulfilled orders. This will help you understand the revenue, order status and customer information for each order.
- For further staff trainings, contact Training Manager Carlos Reiner at carlos@orderport.net or schedule a one-on-one training session here: https://calendly.com/carlos-orderport/admin