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.
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 — Creates a single shipment covering everything that hasn't shipped yet, dated from the order's Order Date, and flips fulfillment to Fulfilled. On the order detail it jumps you straight to the new fulfillment so you can add a ship date or tracking right away.
- 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.
- Cancel order / Reactivate order — Cancels the order (returning any shipped stock) or brings a cancelled one back.
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 opens the Fulfill order window:
- Set the shipment details — Ship date (defaults to today), Carrier, and Tracking number are all optional and editable. Set the ship date to a future day to schedule the shipment for later (see Scheduling a Shipment for a Future Date).
- 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.
- 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.
- 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.
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.
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
- 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 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 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. Either way, the units return to inventory.
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.
Related
- Shipment — What a shipment is and what it tracks
- Fulfillment — The fulfillment concept in Peasy
- Creating Sales Orders — Build the order first
- Creating an Invoice — Bill for a shipment or a whole order
- Understanding Availability — How orders and shipments affect available stock