Fulfillments Overview
The fulfillment list, statuses, swaps, and how shipping integrations interact with each order.
A fulfillment is one member's order from a release. It's the unit you actually pack, ship, or hand off for pickup. The Fulfillments page is your operational inbox during a release.
The Fulfillments page
Fulfillments
Total 142 orders to fulfill
| Order | Contact | Release | Method | Status |
|---|---|---|---|---|
| #a1b2c3d4 | Alex Chen | Spring 2026 Reds | Shipping | PROCESSING |
| #e5f6g7h8 | Casey Lee | Spring 2026 Reds | Pickup | AWAITING_PICKUP |
| #i9j0k1l2 | Jordan Patel | Spring 2026 Reds | Shipping | IN_TRANSIT |
| #m3n4o5p6 | Sam Rivera | Spring 2026 Reds | Shipping | DELIVERED |
Fulfillment statuses
| Status | Meaning |
|---|---|
| PENDING | Generated when the release went PENDING. No action taken yet. |
| PROCESSING | Being prepared. Often used during pick & pack. |
| AWAITING_PICKUP | Pickup-only fulfillments waiting for the member to come get them. |
| PICKED_UP | Pickup completed. |
| SHIPPED | Label created and handed off to carrier. May or may not have tracking yet. |
| IN_TRANSIT | Carrier confirms in-transit (from tracking webhook). |
| DELIVERED | Carrier confirms delivery. |
| CANCELLED | Cancelled before fulfilling. May trigger a refund. |
Fulfillment methods
| Method | When to use |
|---|---|
| SHIPPING | Carrier delivery. Default for most members. |
| PICKUP | Member collects in person at your tasting room or storage location. |
The fulfillment detail page
Click any row to open the detail page. It's a grid layout with sidebar timeline:
- Fulfillment Details
Order ID, member, ship-to address, products, total.
- Products
Each variant in the order with quantity. Reflects any modifications.
- Shipment
Carrier, tracking number, label download, and live tracking events (when shipped via FedEx).
- VinoShipper sync
For releases sent through VinoShipper, the compliance status and any holds.
- Swap history
Any product swaps applied after the fulfillment was generated.
- Status timeline
A vertical history of every status transition with timestamps and the user or system that caused each change.
Common actions
The action bar offers:
| Action | What it does |
|---|---|
| Create shipment | Generate a label via your shipping provider, or enter a manual tracking number. |
| Mark as picked up | For pickup-only fulfillments. Records who picked it up and when. |
| Sync to platform | Push or refresh the order in Square, WooCommerce, or VinoShipper. |
| Apply swap | Replace a product after fulfillment was created. Records a charge or refund as needed. |
| Issue refund | Refund all or part of the linked payment. |
| Cancel | Cancel the fulfillment entirely. |
Product swaps after fulfillment
If a member calls during pack week to ask for a different wine, you don't have to cancel and rebuild. Use Apply swap:
Open the fulfillment
From the Fulfillments page or via the contact's detail page.
Click Apply swap
Pick the original product and the replacement. The system computes any price difference.
Choose adjustment type
NONE (no money moves), CHARGE (additional charge to member), or REFUND (partial refund to member).
Confirm
The swap is recorded in the fulfillment timeline. Stock reservations update automatically.
Failed deliveries
If a carrier returns a package undeliverable, the fulfillment status moves to a special "exception" state and a task is auto-created on the contact. You can:
- Update the address and re-ship (creates a new shipment)
- Mark for pickup instead (member retrieves at your location)
- Cancel and refund