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After you received quotation request and purchase products for your order, you can start fulfilling orders via ShopBase Fulfillment. In this article, we will guide you on how to so.

In this article

A. Understand fulfillment statuses
B. Fulfill orders via ShopBase Fulfillment
C. Make a payment to fulfill your orders

A. Understand fulfillment statuses

Each order will have different fulfillment statuses as follows:

Unfulfilled: Newly created orders.
Awaiting stock: Orders have items waiting to be restocked before processing.
Processing: Orders are being processed with items available in warehouse.
Fulfilled: Orders are being shipped to customers with a tracking number.
Partially processing: Only a part of the order is being processed and no item has been fulfilled.
Partially fulfilled: Only a part of the order is being shipped to customers with a tracking number.



B. Fulfill orders via ShopBase Fulfillment

From your ShopBase admin site, go to Orders > All orders.


Select orders you want to fulfill, then click Fulfill with > ShopBase Fulfillment.


In the new Fulfill orders page, all line items will be categorized into different tabs depending on whether the line items are ready to be fulfilled or not.

Each line items of an order can belong to different tabs.


To fulfill: includes line items that are mapped to warehouse products you purchased through ShopBase Fulfillment. No shipping address error is detected.
Need mapping: includes all line items that are not mapped to warehouse products your purchased through ShopBase Fulfillment.
Cannot fulfill: includes all line items that cannot be fulfilled due to missing or inappropriate customer information. For example: Shipping address with format error, or address is listed in the restricted-ship to regions by ShopBase Fulfillment. You can click Edit address to edit the address accordingly.


Sent fulfillment request: includes all line items that are successfully requested to fulfill but have yet to be processed.
Awaiting stock: includes all line items that are waiting to be restocked to warehouse. Here you can click Cancel fulfillment to cancel fulfillment request.

When a fulfillment request is cancelled, shipping fee will be refunded to your ShopBase Balance.
Each cancellation will create an invoice in your ShopBase Balance. You can see all invoices of fulfillment request transactions via ShopBase Fulfillment by going to Balance > View history and filter out using Refund shipping fee ShopBase Fulfillment content.

Processing: includes all line items that have been requested to fulfill with ShopBase Fulfillment, and are being processed. Here you can click Cancel fulfillment to cancel fulfillment request.

When a fulfillment request is cancelled, shipping fee will be refunded to your ShopBase Balance.


Fulfilled: includes all line item that have been fulfilled with ShopBase Fulfillment. Here you can click File a claim to submit a claim for your orders.


Select items that you want to fulfill.

You can select line items from different stores by clicking Current store and select stores that you want to fulfill orders.


You can change the shipping line for each order by clicking the shipping line's name in Shipping.


In case you want to edit mapping of your products:

If you want to edit your product's mapping of all orders to ShopBase Fulfillment warehouse, click Change mapping icon. You will be directed to the Product mapping page. Checkout this article to know how to map your product with ShopBase Fulfillment.


Once you finish mapping, click Save changes and you will be redirected to Fulfill orders page. The newly mapped product will be displayed in Warehouse product.



If you want to edit your product's mapping only of selected orders to ShopBase Fulfillment warehouse, click Replace warehouse item.


In the pop-up, the currently mapped product will automatically be displayed. You can search for another inventory item to replace upon your wish and click Replace.


If you tick Replace for all current orders, all orders of currently mapped warehouse items will be automatically mapped with the newly selected warehouse items.


Once you finish mapping, click Save changes and you will be redirected to Fulfill orders page. The newly mapped product will be displayed in Warehouse product.

To fulfill your selected orders, click Fulfill selected orders. A side bar will appear for you to review your orders and make a payment. Please refer to section C for more information.

C. Make a payment to fulfill your orders

After clicking Fulfill selected orders, a side bar will appear for you to see the number of line items to be fulfilled as well as the number of line items that cannot be fulfilled due to insufficient inventory.


Tick Auto purchase enough item to fulfill to purchase enough stock for the order.


Click Checkout to make payment using your ShopBase Balance.


Then you will be directed to Make a payment page where you can see the details of your product cost and shipping fee before finally paying for the orders.


After the payment is made, status of order line items will be moved to Awaiting stock and Processing immediately.
Order line items that are waiting to be restocked to warehouse will be marked as Awaiting stock.
Order line items that are available in warehouse will be marked as Processing.
If the number of line items of orders to be fulfilled is too large (for example, approximately 500 line items), after the payment is made, some of them will be moved to Send fulfillment request tab, then to Awaiting stock and Processing within a few minutes accordingly.

Each fulfillment request will have an invoice. You can see all invoices of fulfillment request transactions via ShopBase Fulfillment by going to Balance > View history and filter out using Charge shipping fee ShopBase Fulfillment and Charge shipping & purchasing order ShopBase Fulfillment contents.
If your inventory is available, the tracking numbers for your order will be live within 24 hours. If it is not, it will take a few more days (approximately 5 days, or more during peak times) for stocking and fulfilling.

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