Fulfilling and Shipping Orders

SellUpdated September 17, 2026 · Reviewed by Peasy Team

Fulfilling an order in Peasy means recording a shipment — what physically left your warehouse. The shipment is what deducts inventory, and it's dated by the day the goods shipped, so your stock counts stay accurate. You can ship a whole order at once or in pieces over time.

How to Get There

Open the order, then go to its Fulfill tab. You can open an order from a few places — they all land on the same order detail:

  • Sell > Sales Orders — click an order.
  • Sell > Invoices — click an invoice to open its order (focused on the Invoice tab).
  • A customer's page — open one of their orders.

The order detail is organized into three tabs that follow the order's lifecycle left to right — Order, Fulfill, and Invoice. On a wide screen the three sit side by side and you click one to focus it; on a narrow screen they stack as sections you expand and collapse. Fulfillment lives in the Fulfill tab. Each shipment you record shows there as a numbered fulfillment — Fulfillment 1, Fulfillment 2, and so on. Before you've recorded any, the tab reads Not fulfilled yet — or Nothing left to fulfill if you cancelled the remaining units instead of shipping them (see Cancelling What You Won't Ship).

The Fast Way: The Status Chip

Every order's Status chip is clickable, and the same menu appears wherever you see it — the Sell > Sales Orders list, the slide-out order panel, and the order detail. Click it and choose the action that fits the order's state:

  • Fulfill remaining — Opens Fulfill order with everything that hasn't shipped yet filled in. Review or change the quantities, lots, Ship from, Ship date, carrier, and tracking number, then click Fulfill. Peasy creates one shipment, and fulfillment changes to Fulfilled when every item has shipped.
  • Confirm order — Moves a draft order to open (committed) so it's ready to fulfill.
  • Cancel fulfillments — Reverses every shipment on the order at once (returning the stock to inventory) but leaves the order open, so it reads Unfulfilled again. Use this to start the fulfillment over. It only appears when the order actually has a fulfillment to reverse — including one that's still scheduled for a future date. An order that reads Fulfilled only because you cancelled its remaining units has nothing to reverse, so the action isn't offered.
  • Cancel order / Reactivate order — Changes only the order's lifecycle or brings a cancelled order back. Canceling an order leaves its invoices and fulfillments unchanged; cancel those records separately if needed.

There is no "Fulfilled" status to set by hand — fulfillment is always derived from the shipments you record.

Shipping from the Fulfill Tab

For partial shipments or more control over what ships, go to the Fulfill tab and click + Fulfill (when the order hasn't shipped yet, the same button sits in the centered Not fulfilled yet box; it's disabled once there's nothing left to ship). It opens the Fulfill order window:

  1. Set the shipment details — Ship from defaults to the order's location and can be changed for this fulfillment. Ship date (defaults to today), Carrier, and Tracking number are also editable. Set the ship date to a future day to schedule the shipment for later (see Scheduling a Shipment for a Future Date).
  2. Choose what ships — Under Items to ship, each line shows how much is left (for example, "8 of 10 remaining"). Each line defaults to its remaining quantity; type a different number to ship less.
  3. Pick the lot per line — If an item is lot-tracked, use the lot picker on the line to choose which batch is in this shipment. It defaults to the lot planned on the order line, but you can override it for this shipment.
  4. Ship it — Click Ship N units. Peasy creates the shipment, deducts inventory on the ship date, and adds it to the shipment list below. (If you set a future ship date, the button instead reads Schedule N units and the deduction waits until that date — see below.)

Anything you didn't ship stays open on the order, so you can come back and add another shipment for the rest later.

Printing a Packing Slip

Each fulfillment has its own packing slip. In the Fulfill tab, find the fulfillment you want and click its Print packing slip button. The slip shows what was packed in that fulfillment, including quantities, lots, ship date, carrier, and tracking number.

You can also use the printer menu in the Order header. Before the order has any fulfillments, Packing Slip prints one full-order pick list with blank packed, lot, and ship-date fields. After fulfillment starts, Packing Slips combines one fulfillment-specific slip for each active fulfillment and adds a final Not yet shipped page for any quantities that still remain. Cancelled fulfillments are not included, and a fully fulfilled order has no remainder page.

To print packing slips for several orders at once, select the orders on Sell > Sales Orders, open Print in the floating toolbar, and choose Packing Slips. The resulting PDF keeps each selected order's fulfillment and remainder pages together.

Configured Bill of Lading and Pallet Label templates follow the same rule in the Order printer: one full-order document before fulfillment, then one document per active fulfillment. Their menu labels are plural when more than one document will be created.

Scheduling a Shipment for a Future Date

Going out on a future date? Set the Ship date ahead when you fulfill, and Peasy schedules the shipment instead of shipping it right away:

  • The button reads Schedule instead of Ship, with a note that the shipment stays scheduled until that date.
  • The shipment is created immediately but shows as Scheduled — its stock stays reserved and isn't deducted from on-hand until the ship date arrives, when it becomes a normal shipped shipment automatically (no extra step).
  • On the Sell > Sales Orders list, an order whose only fulfillment is still in the future shows Scheduled, so you can see at a glance it's arranged but hasn't shipped. It still counts as unfulfilled until the goods actually move.
  • A scheduled shipment is a real fulfillment, so the Status chip offers Cancel fulfillments for it — use that to call off a shipment you arranged but no longer want to send.

Future shipment units stay in pending inventory. Any remaining quantity that is not on a future shipment shows separately as Unfulfilled. (Other systems call unshipped order demand a backorder; Peasy shows it as Unfulfilled.)

This works the same way a future-dated receive does — the movement is recorded now but only counts on its effective date.

Shipping More Than Was Ordered

Sometimes you need to ship more than the order called for — replacements, samples, or an extra case as a courtesy. Enter a quantity higher than what remains and the line flags the overage inline, showing how many units are over the remaining amount. You don't have to confirm anything extra — go ahead and ship, and the extra units are deducted from inventory like any other shipment.

Editing, Correcting, or Cancelling a Fulfillment

Each fulfillment in the Fulfill tab can be edited after it's created. You can change these in place:

  • Ship date and Delivery date
  • Ship from location
  • Tracking number and Carrier
  • The lot on each line — pick a different batch from the line's lot selector if you shipped the right amount from the wrong lot
  • The shipped quantity on each line — edit the quantity directly. Enter 0 to remove a line from that fulfillment.

Changes to Fulfillment status, Ship from, Ship date, Delivery date, Tracking, and Carrier save automatically and briefly show Saving... / Saved in the Fulfill header. Quantity and lot corrections remain under Review changes so you can review related invoice effects before saving.

Changing Ship from moves the fulfillment's inventory attribution from the old location to the new active location; it does not change the sales order or its lines. Peasy asks for confirmation only when the fulfillment has already taken effect — Shipped or Delivered with a ship date of today or earlier. Draft, packed, and future-scheduled fulfillments change without that warning. When you use the composer to add more lines to an existing fulfillment, its saved Ship from is shown but locked; change the fulfillment row separately if you need to move the whole fulfillment.

Changing a shipped quantity updates the staged fulfillment edit. Peasy does not silently rewrite a linked invoice. Click Review changes to compare the fulfillment correction with any suggested invoice change, choose which related records to update, and save them together. If an included invoice already has payments, Review requires an explicit acknowledgement that the new total may leave a credit or balance to reconcile.

To undo one fulfillment, click Cancel on it and confirm Cancel fulfillment (or Keep fulfillment to back out). To reverse the whole order's fulfillment in one step, use Cancel fulfillments on the Status chip, which appears whenever the order has at least one fulfillment. Either way, the units return to inventory.

Cancelling What You Won't Ship

Sometimes the rest of an order is never going out — the customer trimmed it, or you're closing it short. Rather than shipping units you didn't send, use Cancel remaining (in the Fulfill tab's More fulfillment actions menu) to take those units out of active work. Peasy opens Review changes so you can decide what happens to any linked invoice before saving; see Creating Sales Orders for the full Review walkthrough.

Once the whole remainder is cancelled, there's no work left, so the order reads Fulfilled even though nothing shipped:

  • The Fulfill tab reads Nothing left to fulfill, and the Fulfill button is disabled with the note Every remaining unit on this order was canceled.
  • The Status chip does not offer Cancel fulfillments, because there is no shipment to reverse.
  • The cancelled units appear under Canceled remainder, and Reopen puts them back into active work if you change your mind.

Units closed by an imported QuickBooks invoice look similar but are labelled Settled outside Peasy instead, because nobody here cancelled them — see Good to Know.

Already invoiced? Quantity corrections stay available, but fulfillment and billing remain separate records. Review offers a corresponding invoice correction when it can identify the linked line; you decide whether to apply it. Paid-invoice changes are never included without acknowledgement.

Invoicing a Shipment

Once a shipment exists, you have two ways to bill for it:

  • Invoice one shipment — On the shipment in the Fulfill tab, click Invoice shipment to create an invoice for exactly what went in that shipment. This is the natural fit when you ship and bill in pieces. After it's invoiced, the shipment shows a View invoice link that opens the invoice.
  • Invoice the whole order — Go to the Invoice tab and click Send to bill across the order. See Creating an Invoice.

One order can have several invoices — for example, one per shipment. Manage them all on the Sell > Invoices page.

Good to Know

  • Inventory moves on the ship date, not the click date. If you record a shipment for goods that left last week, set the ship date to last week and the deduction lands then in your inventory history.
  • The order is just a promise. Creating a sales order commits stock (it shows as pending) but doesn't deduct anything. Only a shipment deducts inventory. See Understanding Availability.
  • Lots live on the shipment. Because each shipment records the lot that actually moved, a single order line can ship from more than one lot across multiple shipments.
  • Bundle lots describe the finished pack. For a bundle or variety pack assembled at fulfillment, the line's lot picker records the finished bundle's shipment lot. Peasy deducts the components from their inventory pools but does not assign a separate component lot during that assembly.
  • Imported and Shopify orders. Orders that come in already fulfilled (such as shipped Shopify orders) arrive with their shipment already recorded, so their inventory is accounted for automatically.
  • Orders from a QuickBooks invoice are different. A QuickBooks invoice is a record of a sale that already completed outside Peasy — nothing was picked or packed here — so Peasy does not invent a shipment for it. The order reads Fulfilled because there is no work left, its Fulfill tab records no fulfillments and reads Nothing left to fulfill, and the Fulfill button is disabled with the note This order was settled outside Peasy, so there is nothing to ship. Those units appear under Settled outside Peasy rather than Canceled remainder. If you do intend to ship the order from Peasy after all, use Reopen on that row to put the units back into active work. See QuickBooks Sync.

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