Fulfilling Orders

This article explains the Order Fulfillment process.

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• Syncing Orders
• Order Fulfillment Plan
  • Allocating Packaged Inventory

  • Scheduling remaining weights

  • Packaging Plans tab
  • Pick the List tab

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Syncing Orders

By following the steps below, you can synchronize Orders from your online shop: 

1. Log in to the online platform C-sar.
2. Navigate to Commerce > Orders. You will be directed to the Orders overview page.
3. Click the Synchronize button on top right.
4. Open orders will be synced to the online platform with the following information:
   • ID-Tag: Each order will receive an ID-tag with OR.
   • Status: Unprocessed orders will be marked as Received.
   • External Ref.: Refers to the order number in your online shop.
   • Order date: The date when the order was placed.
   • Items ordered: Only active and mapped products will appear in Cropster.
   • External order status 
   • Shops: Indicates where the order is coming from
     / : external shops 
     : manually entered
   • Customer type: Wholesale or Retail

Order Fulfillment Plan

By following the steps below, you can group your Orders into an Order Fulfillment Plan:

1. Navigate to the Orders overview page.
2. Check the box next to the Orders you wish to fulfill, and press the Fulfill button at the top right to be led to the Add order fulfillment page.
   
3. Under the Fulfillment date, select when the Order fulfillment needs to be completed.
   
4. Double-check the Orders.
   • You can add an Order by clicking + Add order and selecting the respective OR number from the list.
   • You can remove Orders by clicking the Remove button 
5. When you are happy with the result, click Create Order fulfillment. 

The Order Fulfillment Plan will be added to the Order Fulfillment overview page, tagged with a unique ID with the prefix OF-.

With the created Order fulfillment plan, the order status on the Orders overview page changes to In progress for related orders.

Allocating Packaged Inventory

By following the steps below, you can allocate the stock available for the Order Fulfillment Plan:

1. To view the details of a specific Order Fulfillment Plan, navigate to the Order Fulfillment overview page and click on the OF tag associated with the desired plan.
2. Select the Allocation tab.
   
   
3. Click Add Allocation to get to the Stock Allocation page.
   On the Stock Allocation page, you can view available quantities for each product variant alongside ordered amounts.
4. To allocate packaged stock, enter the quantity for the packages you wish to assign to the Order Fulfillment Plan.
   The Remaining to be Packaged column indicates the additional coffee that needs packaging.
   
5. Click Save allocation to proceed.

This will automatically create Packaging Plans for the outstanding amounts based on the FIFO (First in, First Out) method, which can be reviewed on the Packaging Plans tab. 

If you don't have any outstanding amounts after Stock allocation, you can switch to the Pick List tab and mark your orders as completed. 

Scheduling remaining weights

1. Switch to the Roast Schedules tab. 
2. Click Add Schedules to prepare your roast schedules. 
   
3. You will be directed to the Convert to schedule page, where you can view the following essential information:
   
   
   • Remaining: The amount of roasted coffee still needed to fulfill demand. 
   • Expected Available: Already or soon in stock and not needing production. The calculation is based on On hand + Scheduled Roasts - Ordered.
   • To Roast: Weight required after accounting for available stock. 
   • Batches: The actual need converted to the number of batches. 
   • Profile
   • Machine
   • Green lot 
4. If there are any errors, like missing information, the field will be indicated with an exclamation mark. 
5. Click the Edit button next to the item you would like to edit and fill in any missing information or change your schedule.
   You can switch the Profile, Green lot, Start and End weight, Weight loss, machine, Batch size, or number of batches within the Profile group.
   
6. Select the date to add the roast schedules under Schedule roasts at the top.
7. Click Schedule Roasts when ready.
8. The scheduled batches will now appear. Click the Edit button to revise any information as needed.
9. Access the Schedules overview page under Roasts > Schedules to view the status of your roasted batches.

Package Roasted Inventory

You can review the automatically generated Packaging Plans and their current statuses.

From this section, you can:

• Switch to the package execution workflow by clicking Execute plan.
• Editing the Packaging plan
• Archiving the Packaging plan

Once the Packaging plans are completed, you can switch to the Pick List tab to mark your orders as completed. 

Pick List tab

The Pick List shows the list of all orders in an Order Fulfillment Plan. 

1. Ensure precise tracking of your orders and roasted inventory. It is essential to mark orders as complete once they have been packaged.
   
2. Click Complete to mark the order as packaged and ready for shipment.
   To reverse this action, click the Return button.
   
   

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Related content

• Creating Stock using Packaging plans and execution
• Managing Roasted Inventory

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Congratulations! You have learned how to fulfill your Orders. 

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