Overview 

This article offers a complete guide to the Order Fulfillment process, covering every step from synchronizing new orders to marking them as complete.

Instructions

Synchronising Orders

1. Log in to the online platform C-sar.
2. Navigate to Commerce and select Orders.
3. Click the Synchronize button on the 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.
   • Customer type: Wholesale or Retail.

Grouping your Orders into an Order Fulfillment 
 

1. Check the respective checkbox(es) next to the Order(s)  you wish to fulfill, and click the Fulfill button.
   

   

2. Under the *Fulfillment date, select when the Order Fulfillment needs to be completed.
   * indicates mandatory fields
   

   

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

Allocating Packaged Inventory
 

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. Click Add stock allocation on the Allocations tab.
   

   

3. On the Add stock allocation page, you can view available quantities for each product variant alongside ordered amounts. To allocate packaged stock, enter the quantity for the packages to be assigned. Optionally, click Allocate all stock to assign all available items. The Remaining column shows how much more coffee needs packaging.
4. Click Create allocation to proceed.
   

   

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

Scheduling roasts
 

1. Navigate to the Roast Schedules tab and click Add schedules.
   

   

2. You will be directed to the Convert to schedule page, where you can view the following essential information:
   If there are any errors, like missing information, the field will be indicated with an exclamation mark. 
   • Remaining: Shows the ordered amount - allocated packaged coffee.
   • Available: Loose roasted inventory that can be allocated to a Packaging plan. 
   • To roast: the actual need for roasted coffee to fulfill the order.
   • Batches: The actual need converted to the number of batches. 
   • Profile
   • Machine
   • Green lot 
3. By clicking on the Settings in the top right corner of the page, you can add your Scheduling preferences.
   

   

4. By clicking on theEdit button, you can edit the Profile details.
   You can switch the Profile within the Profile group, Green lot, Start and End weight, Weight loss, assign a different machine, Batch size, or update the number of batches. 
   

   

5. Once you finish, click Update. 
6. Review all details and click Schedule roasts.
7. The scheduled roast will appear on the Order Fulfillment > Roast Schedules tab.
   Click the Edit button to revise any information as needed.
   

   

Blending specific components when it's needed

The new Blending tab is built right into the Order Fulfillment process, allowing you to manage requirements, update blends, and allocate stock all in one place.
 

The table displays the following information: 

• Blend profile: Every blend profile that is part of an order. 
• Status: 
  • There are two statuses: 
    • Open: It means that the “To blend” quality is higher than 0.
    • Completed: It means that the “To blend” quantity is 0.
• Ordered: The amount of blended coffee needed to fulfill the demand of this order.
• On-hand: The total weight of post-roast blends that are not yet packaged.
• To blend: It is calculated by deducting on-hand blended inventory and allocated packaged inventory.
• Available to blend: The maximum amount you can blend is determined by the component roast with the lowest available inventory across all locations, according to the blend's profile ratio.
   

1. Click Add blend.
   You will be directed to the Add blend page. The page is pre-filled with the Post-roast blend profile you need to blend for and the Total blend weight that you need to blend in order to fulfill the Order. It also automatically pulls in roasts from the past 30 days, using the FIFO (First-In, First-Out) method to fulfill the calculated blend weight.
2. You have complete flexibility to modify the selected roasts and their weight values. You can even choose to add all available roast inventory up to the limit defined by the Post-roast blend profile.
3. Click Create blend. Once the required blends are created, the Blending profile status on the Blending tab will update to Completed. 
   

   

Packaging the Roasted Inventory

1. Packaging Plans are created automatically, unless all necessary stock is already available. 
2. From the Packaging tab, you can:
   • Package your Roasted Inventory by clicking Execute plan.
   • Edit the Packaging Plan by clicking on the Edit button.
   • Archive the Packaging Plan by clicking on the Archive button.
3. Once the Packaging Plans are executed, you can switch to the Pick List tab to mark your orders as completed. 
   

   

💡 Tip for Efficiency:

Execute several packaging plans at once by using the batch option. Clicking "Execute plan(s)" opens a new Packaging Execution page.

 

Marking the Order completed

1. Navigate to the Pick List tab. It shows the list of all Orders in an Order Fulfillment Plan.
2. Click Complete to mark the order as packaged and ready for shipment.

FAQs

Can I make changes to a post-roast blend I created? 
By following the steps below, you can easily make changes to a post-roast blend:

1. Click on the More options icon. This action immediately takes you to the Post-roast blends overview page, filtered by the Post-roast blend profile you need to modify.
   
2. Locate the specific blend you would like to change and click the Edit icon.
   
3. Apply all necessary changes, then select Update blend to save.
   

   

 If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.