Fulfilling Orders Step-by-Step
For: Warehouse Staff, Drivers, Administrators
Overview
Order fulfillment is the process of picking, packing, shipping, and delivering orders to customers. This guide covers the complete fulfillment workflow from start to finish.
What You'll Learn
Finding orders ready for fulfillment
Picking products from warehouse
Packing and shipping procedures
Marking orders as fulfilled and delivered
Handling partial fulfillment and issues
Best practices for efficient fulfillment
Prerequisites
Order must be in Confirmed status
User must have fulfillment permissions
Products must be available in warehouse
Fulfillment Stages
Complete fulfillment workflow:
Pick - Locate and gather products
Pack - Package products safely
Ship - Load and send to customer
Deliver - Confirm customer receipt
Viewing Orders Ready for Fulfillment
Navigate to Orders Page
Click "Orders" in main navigation
Orders list page appears
Filter for Confirmed Orders
Confirmed orders are ready for fulfillment:
Click status filter dropdown
Select "Confirmed"
List shows only orders awaiting fulfillment
Additional filters:
Delivery date: See what needs to go out today/tomorrow
Customer: Filter by specific customer
Route: Filter by delivery route (if applicable)
Priority: See high-priority orders first
Sort Orders
Useful sorting options:
By delivery date: Earliest first (pick/pack in order needed)
By customer: Group deliveries to same customer
By route: Organize by delivery route
By created date: Oldest orders first
Priority Indicators
Look for:
🔴 High priority flags
Rush order badges
Delivery today indicators
Special instructions icons
Opening an Order for Fulfillment
Click into Order Details
Click on order number or row
Order detail page opens
Full order information displayed
Understanding the Fulfillment View
The order detail page shows:
Customer & Delivery Information:
Customer name and account
Delivery address
Delivery date and time window
Contact person and phone number
Special delivery instructions
Order Line Items Table:
Product name and variant
SKU and UPC codes
Quantity ordered
Unit of measure (cases, bottles, etc.)
Product location in warehouse (if tracked)
Line item status (pending, picked, packed)
Order Totals:
Order value
Number of items
Total weight (for shipping)
Special Instructions:
Packing requirements
Handling notes
Delivery preferences
Customer requests
Printing Pick Lists or Packing Slips
Print documents for fulfillment:
Click "Print Pick List" or "Print Packing Slip"
Select printer or save as PDF
Document includes:
All products to pick
Quantities needed
Product locations
Customer and delivery info
Barcode for scanning (if applicable)
Use pick list for:
Guiding warehouse picking
Checking off items as picked
Verification before packing
Picking Products
Now locate and gather the products for this order.
Using the Pick List
Pick list shows:
Each product to pick
Quantity needed
Warehouse location (aisle, bin, shelf)
Product identification (SKU, UPC)
Work through pick list systematically:
Check off each item as picked
Verify product variant matches (size, type)
Confirm quantities
Locating Products in Warehouse
Product location methods:
Fixed locations: Products always in same spot
Zone picking: Pick from assigned zone
Batch picking: Pick multiple orders at once
Pick-to-light: Electronic location indicators
Tips for efficient picking:
Follow warehouse layout logically
Use shopping cart or pick cart
Group similar products together
Note any out-of-stock items immediately
Verifying Product Variants
CRITICAL: Pick correct variant
Check size (750ml vs 1L vs 1.75L)
Verify pack type (single, 6-pack, case)
Confirm product vintage/year
Match SKU exactly
Example verification:
Checking Lot Numbers or Expiration Dates
For products with lot tracking:
Note lot number from picked products
Check expiration dates
Follow FIFO (First In, First Out) rotation
Don't ship expired products
Record in system (if required):
Lot number assigned to order
Expiration date
Traceability for recalls
Scanning Barcodes
If barcode scanning used:
Scan product UPC or SKU barcode
System verifies correct product
Confirm quantity
System marks item as picked
Repeat for each item
Benefits of scanning:
Reduces picking errors
Faster fulfillment
Automatic verification
Real-time inventory updates
Handling Out-of-Stock Situations
If product not available:
Option 1: Partial Fulfillment
Pick what's available
Create backorder for rest
Continue with rest of order
→ See Managing Backorders
Option 2: Substitutions (if allowed)
Offer similar product
Must have customer approval
Note substitution in system
Communicate with sales rep
Option 3: Hold Order
Stop picking
Contact sales rep
Determine next steps
May cancel or wait for inventory
Record in system:
Note which items unavailable
Document action taken
Update order status accordingly
Packing the Order
After picking all available products, package them for shipment.
Packaging Guidelines
Select appropriate packaging:
Boxes sized for products
Packing materials (bubble wrap, dividers)
Cushioning for fragile items
Cold packs for temperature-sensitive products
Proper labeling
Pack carefully:
Heavy items on bottom
Fragile items protected
Bottles secured and separated
Cases stacked safely
No overpacking (crushing)
No underpacking (items shifting)
Including Packing Slip
Always include:
Print packing slip
Verify all items match
Place in clear sleeve or envelope
Attach to outside of package or place inside
Packing slip includes:
Customer name and order number
Delivery address
List of all items in shipment
Quantities shipped
Any backorder information
Adding Required Documentation
Additional documents may be needed:
Licenses (alcohol permits)
Permits (state requirements)
Invoices (if requested by customer)
COD collection slip (if COD payment)
Delivery receipt for signature
Verify requirements per:
State regulations
Customer requests
Company policy
Recording Package Information
Document in system:
Number of packages/boxes
Total weight
Package dimensions (if needed for shipping)
Any special handling requirements
Why this matters:
Shipping cost calculation
Carrier requirements
Delivery verification
Quality Checks Before Sealing
Final verification: ✓ All items from pick list included (or noted as backorder) ✓ Products match order exactly ✓ Quantities correct ✓ Packing slip included ✓ Proper packaging and protection ✓ Required documentation included ✓ Labels applied correctly
Then seal packages securely
Marking Order as Fulfilled
Now update the system to reflect that order has been picked, packed, and is ready for shipment.
Click "Mark as Fulfilled" Button
Return to order detail page in system
Locate "Mark as Fulfilled" button
Click to open fulfillment dialog
Fulfillment Details Form
Enter required information:
Confirm all items packed:
Checkbox or confirmation
If partial fulfillment, specify items fulfilled
Tracking number:
Enter tracking number from carrier
Or internal delivery number
Used for shipment tracking
Carrier selection:
Select carrier from dropdown
FedEx, UPS, USPS, Internal Delivery, etc.
Affects tracking format
Shipment date/time:
When order shipped or loaded for delivery
Usually defaults to current date/time
Can adjust if needed
Fulfillment notes:
Special handling performed
Items on backorder
Customer notifications
Any issues or concerns
What Happens When You Click "Fulfill"
Immediate system changes:
✅ Order status changes to Fulfilled
No longer shows in "Confirmed" filter
Appears in "Fulfilled" list
Indicates order in transit
✅ On-hand inventory reduced
Physical products left warehouse
Inventory count decreased
Reflects actual stock levels
✅ Allocations removed
Inventory no longer reserved
Other orders can use available inventory
✅ Customer notification sent (if configured)
Email with tracking information
Expected delivery date
Order details
Confirmation message appears
"Order successfully marked as Fulfilled"
Order number and tracking info displayed
Shipping the Order
Loading for Delivery
For internal delivery:
Load packages onto delivery truck
Organize by delivery route
Secure packages to prevent shifting
Provide driver with delivery paperwork
For external carrier:
Schedule carrier pickup
Or drop off at carrier location
Provide shipment documentation
Obtain pickup confirmation
Confirming Pickup with Carrier
Get confirmation:
Carrier receipt or tracking scan
Pickup confirmation number
Estimated delivery date
Update system if needed:
Verify tracking number active
Update estimated delivery if different than expected
Providing Tracking to Customer
Tracking information:
Already sent in fulfillment notification (if configured)
Or manually communicate to customer
Include carrier website link
Provide estimated delivery date
Confirming Delivery
When to Mark as Delivered
Mark order as Delivered when: ✓ Driver confirms delivery in person ✓ Carrier tracking shows "Delivered" ✓ Customer confirms receipt ✓ Signature obtained
Don't mark delivered until confirmed
Prevents premature invoicing
Ensures accurate records
QuickBooks sync happens at Delivered
Marking Order as Delivered
Step 1: Navigate to Fulfilled order
Orders list → Filter by "Fulfilled"
Or use tracking to find order
Click to open order details
Step 2: Click "Mark as Delivered"
Button appears on Fulfilled orders
Opens delivery confirmation dialog
Step 3: Complete delivery confirmation form
Required fields:
Delivery date and time:
Exact or approximate time delivered
Usually defaults to current date/time
Adjust if recording delivery retroactively
Recipient name/signature:
Who received order
Name typed or signature captured
Title if applicable (Manager, Owner, Receiving)
Photo proof of delivery (optional but recommended):
Upload photo of delivered packages
Photo of recipient
Photo of delivery location
Helps resolve disputes
Delivery notes:
Condition of delivery
Customer feedback
Any concerns or issues
Special circumstances
Step 4: Save/Confirm delivery
Click "Confirm Delivery" or "Mark as Delivered"
System processes delivery
What Happens When You Mark Delivered
Critical system changes:
✅ Order status changes to Delivered
Order complete in system
Moves to Delivered filter
Fulfillment workflow complete
✅ Order automatically syncs to QuickBooks
This is the trigger for QB sync
Invoice created in QuickBooks
Usually within 5-15 minutes
Customer balance updated in QB
✅ Invoice ready for payment
Customer can now pay
Payment can be recorded
Credits can be applied
✅ Delivery confirmation sent (if configured)
Customer receives delivery notification
Thanks customer for business
Payment instructions included
Handling Partial Fulfillment
Sometimes you can only fulfill part of an order.
When Partial Fulfillment is Needed
Common scenarios:
Some items out of stock
Customer requests split shipment
Product damaged during picking
Inventory discrepancy discovered
Time-sensitive delivery (deliver what's ready)
How to Partially Fulfill
Step 1: During picking
Pick all available items
Note which items unavailable
Set aside unavailable items for backorder
Step 2: Pack available items
Package only what was picked
Include packing slip showing partial fulfillment
Note backorder items on slip
Step 3: Mark as Partially Fulfilled
When marking as Fulfilled
Select specific line items being fulfilled
Enter quantities for each item
System creates backorder for remaining
Step 4: System creates backorder
Automatically generates backorder record
Links to original order
Tracks unfulfilled items
→ See Managing Backorders
Tracking partial vs complete:
Original order shows partially fulfilled
Backorder shows remaining items
Both linked for complete picture
Customer sees status of both
Completing the Rest Later
When inventory arrives:
Navigate to backorder
Verify inventory available
Pick, pack, ship backorder
Mark backorder as fulfilled
Backorder marked complete
Customer receives remaining items
Handling Delivery Issues
Common Delivery Problems
Customer not available:
Left package at door (if allowed)
Left delivery notice
Reschedule delivery
Contact customer to arrange pickup
Incorrect address:
Cannot locate address
Address incomplete or wrong
Contact customer for clarification
May need to return to warehouse
Customer refuses order:
Customer declines delivery
Disputes order or product
Return to warehouse
Contact sales rep immediately
Damaged goods:
Products damaged during transit
Packaging compromised
Customer refuses damaged items
Document with photos
Recording Delivery Issues
In the system:
Do NOT mark as Delivered yet
Click "Report Issue" or "Add Issue"
Select issue type from dropdown
Enter detailed description
Upload photos if applicable
Document next steps
Issue types:
Customer Not Available
Incorrect Address
Refused Delivery
Damaged Products
Access Problems
Weather Delay
Other (specify)
Order Status with Issues
Order may remain:
Fulfilled (if shipment in progress)
Pending resolution
Flagged with issue indicator
Requires follow-up action
Resolution steps:
Contact customer to resolve
Reschedule delivery
Process return if refused
Replace damaged products
Best Practices
Picking & Packing
✅ Double-check product variants before packing
Size, type, vintage all matter
Wrong variant causes customer issues
Take extra second to verify
✅ Use FIFO (First In, First Out) for perishables
Pick oldest inventory first
Check expiration dates
Rotate stock properly
✅ Pack products securely
Prevent breakage and damage
Use appropriate packaging
Protect during transit
✅ Verify packing slip matches contents
One final check before sealing
Prevents shipping errors
Ensures accuracy
Delivery & Documentation
✅ Confirm address with customer for large/valuable orders
Call ahead for expensive orders
Verify delivery location
Confirm someone will be available
Prevents wasted delivery attempts
✅ Update tracking information promptly
Enter tracking number immediately
Customer wants to track shipment
Reduces "where's my order?" calls
✅ Take delivery photos for proof
Photo of packages at door
Photo with recipient
Protects against disputes
Provides documentation
✅ Mark as Delivered same day as delivery
Accurate reporting
Timely QB sync
Proper inventory tracking
Don't wait days to record
✅ Note any customer feedback or concerns
Document customer comments
Product quality feedback
Service complaints
Helps improve operations
Quality & Efficiency
⚠️ Don't mark as Delivered until confirmed
Wait for actual delivery confirmation
Triggers QB invoice creation
Must be accurate
⚠️ Don't skip Fulfilled status
Breaks inventory tracking
Bypasses important step
Causes reconciliation issues
💡 Tip: Fulfill orders in delivery route order
More efficient loading
Logical delivery sequence
Saves time and fuel
💡 Tip: Use mobile device for delivery confirmations
Capture signature on device
Take photos immediately
Real-time status updates
Paperless process
Common Issues & Solutions
"Insufficient inventory to fulfill"
Problem: System says not enough inventory
Check:
✓ Current on-hand inventory
✓ Other allocations reducing available
✓ Recent inventory adjustments
✓ Inventory count accuracy
Solutions:
Verify physical count matches system
If accurate, create partial fulfillment and backorder
If inventory error, make adjustment before fulfilling
Cannot find "Mark as Fulfilled" button
Problem: Button not visible or disabled
Check:
✓ Is order in Confirmed status? (Must be Confirmed to fulfill)
✓ Do you have fulfillment permissions?
✓ Is order locked for editing?
Solutions:
Verify order status in Order Status Lifecycle
Contact administrator for permissions
Check if another user is currently editing order
QuickBooks sync failed after delivery
Problem: Marked as Delivered but QB sync error
Check:
✓ Is QuickBooks integration active?
✓ Check integration push log for specific error
✓ Customer mapped correctly in both systems?
✓ GL accounts configured?
Solutions:
Wait 15 minutes for sync to retry
Check integration push log for error details
Verify customer and GL account mappings
Related Documentation
Order Management
Order Status Lifecycle Explained - Understanding order statuses
Creating Orders - How orders are created
Managing Backorders - Handling partial fulfillment
Handling Order Issues & Adjustments - Resolving problems
Inventory
Understanding On-Hand vs Available Inventory - How fulfillment affects inventory
Making Inventory Adjustments - Correcting inventory errors
Integration
QuickBooks: Understanding the Sync Process - How orders sync to QB
Post-Delivery
Recording Individual Payments - After delivery
Viewing and Applying Credits - Applying credits to delivered orders
Need Help?
For fulfillment issues:
Verify order is in Confirmed status
Check inventory availability
Ensure you have proper permissions
For inventory discrepancies:
Perform physical count
Compare to system
Make adjustment if needed
For QuickBooks sync issues:
Wait 15 minutes for sync
Check integration push log
Verify customer and account mappings
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