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How to Fulfill Orders

Your dispensary accepts orders from practitioners and patients and then you will fulfill orders by measuring out specific herbs or premix formulas to create the specific formula or ship a product.

The admin account accepts all the orders in the order list and once you fullfill it, the inventory levels automatically update.

 

Once you receive an order from a practitioner, it lands up in your “Order List” list. From there someone can fulfill the order by printing a label & infosheet, and also preparing the actual formula / product.

 

When you prepare a formula, you are telling the dispensary system how much of each herb went into the order, and which lot number you are using. The system automatically picks the oldest lot number for you and also auto populates the quantity from the ordered formula or product. When you finish fulfilling the order, the inventory quantities of each herb,premix or product is adjusted accordingly and the item in the order is changed to Fulfilled.

Cancelling Orders

 

Practitioners are able to cancel an order up until any item in the order is fulfilled. Practitioners can do this in their account, by locating the order in Order History and choosing cancel from the Action List next to the order. This option disappears once fulfillment begins (not finished).

 

The admin can cancel an order by changing the status to “Cancelled.”   This will trigger an email to the practitioner notifying them that the order was cancelled.  You can modify this email and all emails in Notification Settings.  

Viewing Orders

 

 

Change Order Status

 

Practitioners are able to cancel an order up until any item in the order is fulfilled. Practitioners can do this in their account, by locating the order in Order History and choosing cancel from the Action List next to the order. This option disappears once fulfillment begins (not finished).

 

The admin can cancel an order by changing the status to “Cancelled.”   This will trigger an email to the practitioner notifying them that the order was cancelled.  You can modify this email and all emails in Notification Settings.  

Paid Orders Vs. Unpaid Orders

 

Practitioners are able to cancel an order up until any item in the order is fulfilled. Practitioners can do this in their account, by locating the order in Order History and choosing cancel from the Action List next to the order. This option disappears once fulfillment begins (not finished).

 

The admin can cancel an order by changing the status to “Cancelled.”   This will trigger an email to the practitioner notifying them that the order was cancelled.  You can modify this email and all emails in Notification Settings.  

Vouched Orders

 

 

Why do I need to Fulfill Orders?

 

You need to fulfill orders because we need to tell the dispensary system which lot numbers you are using for the order and how much you actually measured. It is not good enough to just create the order, the main goal is to track lots and quantities. A formula may call for 8g, but the fulfiller measures out 8.1g. To properly keep track of inventory, the fulfiller should enter the exact amount put into the formula during fulfillment.

Steps to Fulfill an Order

Overview

 

There is no particular order you must use to complete the following tasks.

 

 

  • Print Infosheet – You can also Bulk Print Labels for multiple orders
  • Print Label – You can also Bulk Print Labels for multiple orders
  • Measure out formula ingredients for custom formulas
  • If the item ordered was a regular product, no measuring is invovled.

 

Step 1

 

 

Find the order in the order list and open it up by clicking on the Invoice Number. Admin > Orders > List Orders. You will be taken the details of the order (Details Tab), which include the Transaction information, shipping details, patient and practitoner information.

Step 2

 
Click on the second tab called “Preparation” at the top of the page and you will be shown the details of the items in the order. If you see items in RED, it means they are out of stock.

 

Step 3 – Print Material

 

Click on “Print Label” and a label will be generated in pdf, jpg, or png format based on your label settings. You can also click on the drop down arrow and pick a custom label which is not the default.

 

 

Click on “Print Infosheet” and an infosheet will be generated in pdf, which you can print. You can also click on the drop down arrow, and pick a custom infosheet which is not the default.

 

 

Step 4 – Fulfill Formulas and Products

 

Each item in the order must be fulfilled, both custom formulas and products.  During the fulfillment process, the system does a check to ensure the right quantities are entered for each herb. If a quantity is off, it will warn you and let you go and re-check your formula. You can still fulfill a formula with incorrect amounts and the system will only warn you the quantity doesn’t match.

 

1.  Click on the “Fulfill” option to be shown the fulfillment screen.  

How to Fulfill

 

Measure out each ingredient in the custom formula.   By default the system will choose the oldest lot number.  

 

1.  If you click on the + symbol you can add a second lot number and enter a quantity

 

2.  You can use the drop down to choose a different lot number

 

3.  You can turn the lot off from this page.  You may want to do this if the lot is actually completed, and you don’t want it to show up again in future orders

Waste and Start again

 

Mistakes do happen, such as accidently dropping all your herbs on the ground! OOPS!    There is a button on the fullfillment page called “waste and starte again” which will reduce our inventory by the quantities in the input boxes and let you refulfill the order.  

Fulfillment Review Check

 

The system will make sure you have the correct amounts indicated in the formula and show you which lot numbers you selected. 

 

If you need to revise something or start again, click on CLOSE

 

If you are happy with everything, click on CONFIRM AND FULFILL 

 

Your formula or product is now fulfilled and will be marked “fulfilled successfully” You cannot undo this.

Refulfill a Formula

 

Sometimes you need to refulfill a formula.  This often happens when a custom formula is lost in the mail and you need to make a replacement.   You can click on “refulfill” and start the entire process over again!

Fulfilling Multiple Custom Formulas

 

If a practitioner orders more than one of the SAME custom formula, the system will show you a screen to fulfill the same formula more than once!

Fulfilling Products

 

Click on the fulfill button next to the product name.  

 

Enter the number of units that were ordered, and press save

Changing the Status

 

When you are done fulfilling the order, the order is complete.   On the details page, you can change the status of the order to “Completed”.   The order will be moved to the “completed tab”.   

 

Once the order is marked as complete, any markup amounts that are due to be paid to the practitioner are released.