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There may be times when either you are out of stock of an item a customer wishes to purchase, or a customer would like to purchase items and pick them up or have them delivered at a later date. With unfulfilled sales, you are able to process the sale, mark it for delivery or pickup, order the required stock if applicable, and record it in Retail POS.

Understanding unfulfilled sales

Unfulfilled sales for in-stock products

There may be instances where a customer wishes to purchase an item but then pick it up or have it delivered at a later date. In these cases, you can create an unfulfilled sale, take payment, and then fulfill the order from your existing inventory. For items being delivered, you must capture the delivery address and details in the sales note.

Unfulfilled sales for out of stock products

Your customer may wish to order a product that is currently out of stock in your store, then pick it up or have it delivered when the product is back in stock. In these cases, when you add the product to the sale on the sell screen, you will be prompted to create an unfulfilled sale.

For items being delivered, you must capture the delivery address and details in the sales note. You can then add the required items to a purchase order from recommendations.

Combination deliver/pick up later and take now sales

Your customer may want to purchase multiple items and take some with them at the time of purchase and have others delivered or picked up at a later date. In these instances you can add all the products to the same sale and mark individual items as unfulfilled.

As you add products to the sale and change the fulfillment details, the cart on the sell screen will automatically sort into Pick up/Deliver later and Take now categories, making it clear which items the customer is taking at the time of purchase and which need to be fulfilled later. These categories are also viewable on receipts and in the sales history, making it clear to staff what items of a sale need to be fulfilled and which have already been taken by the customer.

You can manage the fulfillment requirements for each item in the Fulfillment tab under each item in the cart.

All items in an unfulfilled sale must be marked as either delivery OR pickup. You cannot have some products for delivery and some for pick up in the same sale.

Creating an unfulfilled sale for in stock products

1. Navigate to Sell > Sell.
2. Add the product to the sale.
3. Click the arrow beside the item to expand the details.
4. Click the Fulfillment tab.

   

5. Change the fulfillment type to Delivery or Pick up.

   All unfulfilled items must have the same fulfillment method for the sale, meaning you cannot have one item for delivery and one for pickup in the same sale.

6. Add a customer to the sale. The customer's saved details will autopopulate. If the customer is not already in your database, you will be prompted to add them as a new customer.
7. Click Continue. The item will be marked as Deliver/Pick up later.
8. Enter the delivery address or pickup details in the Fulfillment note. All items that require fulfillment share this note.
9. Take payment or deposit for the sale. A record of the unfulfilled sale will be available in Inventory > Fulfillments.

Creating an unfulfilled sale for out of stock products

1. Navigate to Sell > Sell.
2. Add the product to the sale. A flag will appear notifying you that the product is out of stock.
3. Click the circle beside Fulfill later then click Continue.

   

4. Add a customer to the sale. The customer's saved details will autopopulate. If the customer is not already in your database, you will be prompted to add them as a new customer.

   

5. Click Continue.
6. Choose the fulfillment method and add a note with the delivery address or pickup details.

   All unfulfilled items must have the same fulfillment method for the sale, meaning you cannot have one item for delivery and one for pickup in the same sale.

   

7. Click Continue. The item will be marked as Deliver/Pick up later.
8. Take payment or deposit for the sale. A record of the unfulfilled sale will be available in Inventory > Fulfillments.

Modifying unfulfilled sales during the sale

You can modify the cart by adding more products for fulfillment or for your customer to take at the time of purchase. You can also change fulfillment options and add notes for each item.

Any additional items added to the sale will automatically be sorted into the Take now section of the cart. Once the items are in the cart you can choose which action to take:

The customer is taking the item at time of purchase

If you customer wishes to take the additional items with them at time of purchase, you do not have to take any action. You can take payment for the sale and the sales receipt will note which items were taken and which items need to be fulfilled. A record of the unfulfilled portion of the sale will be available in Inventory > Fulfillments.

The customer wants to add an item to the fulfillment

If your customer wants to add more items to the fulfillment, you can update those details for each product in the cart:

1. Add more items to the sale.
2. Click on the arrow beside the item to expand the item details.
3. Click the Fulfillment tab.
4. Switch the fulfillment method to Delivery or Pickup. The item will move into the Deliver/Pick up later section of the cart.

   

   All unfulfilled items must have the same fulfillment method for the sale. Changing the fulfillment method for one unfulfilled item will automatically change the fulfillment method for all unfulfilled items in the cart.

5. Create or modify the fulfillment note. This note should include details for the sale, such as delivery address or the time and date the customer is expected to pick up the order, or other details important to the sale. All unfulfilled items in the sale share this note.
6. Once all items are marked for fulfillment or to take at time of purchase, you can take payment for the sale. A record of the unfulfilled portion of the sale will be available in Inventory > Fulfillments.

Taking payment for an unfulfilled sale

Once the sale has been marked as unfulfilled, you can choose to take full payment, partial payment (deposit), or no payment, depending on your store policy.

Taking full payment

Unfulfilled sales can be paid for using most payment types, including loyalty, store credit, and on account. Click Pay and select your desired payment type. Once the payment has been processed, click Complete sale.

Taking a deposit

To take a deposit, click Pay, enter the deposit amount into the Amount to Pay field and select the payment type.

Once the payment has been processed, click Save sale.

This deposit will now be recorded as revenue received in advance. Once the order has been paid in full, the revenue received in advance will switch to revenue in your accounting and closure reports. 

Taking no payment for an unfulfilled sale

Unfulfilled sales do not require any payment to be taken in order to be created. If you do not wish to take any payment, click Pay then click Save sale.

Completing unfulfilled sales for delivery or pickup

Unfulfilled sales must be paid in full before they can be shipped or picked up. Unfulfilled sales that are put on account are considered paid and can be fulfilled regardless of the customer's balance owing.

To view your unfulfilled sales, navigate to Inventory > Fulfillments.

Clicking to expand the sale will display what products need to be picked, how many, and any notes that were added to the order.

Preparing the order

If you use the Scanner app, you can pick orders using your mobile device. Refer to Fulfilling orders with the Scanner app for more information.

Before you can complete an unfulfilled sale, you must first pick and pack it for delivery or pickup.

1. Print the order packing slip and shipping label through your usual workflow.
2. Pick the items from the packing slip.
3. Pack these items into shipping bags/boxes as required.
4. Once the order is ready, navigate to Inventory > Fulfillments.
5. Locate the order and click to expand.
6. Click Mark as packed.

   

7. Prepare the order for delivery or pickup
   • For Delivery orders, prepare the order for delivery as required then click Mark as Shipped. Contact the customer to notify that the order has been shipped and include tracking or delivery details as required.

     

   • For Pickup orders, contact the customer to notify that the order is ready for collection. Once the customer has collected the order, click Mark as picked up on the order.

     

If the order has not been paid in full, you will not be able to mark it as shipped or picked up. In these cases, you will be prompted to view the sale in the Sales history.

In Sales history, click Continue sale to return to the Sell screen to complete the payment for the sale. After this is complete you can navigate back to Fulfillments to mark the sale as shipped or picked up. 

Once you choose either Mark as shipped or Mark as picked up, the order will then be removed from the Fulfillments page. To access the order once completed, navigate to Sell > Sales history.

Unfulfilled sales on account

For unfulfilled sales put on account, you can mark the fulfillment as complete in Sales history. Once the sale is marked as complete, it will be removed from the Fulfillments page.

1. Navigate to Sell > Sales history.
2. Locate the unfulfilled sale that was put on account.
3. Click the arrow to expand the details.
4. Click Mark as complete.

   

What's next?