How to Manage Fulfillment and Process Orders

This guide walks you through the Fulfillment page — where you process member orders, manage cycles and releases, handle shipping and pickup, and run bulk operations. Every button label, sidebar element, and step is documented exactly as it appears on screen.

Note: Membership-Only clubs do not have fulfillment. These clubs provide rewards and discounts without shipping wine, so they do not appear in the Fulfillment page.

Fulfillment Page Layout

When you click Fulfillment in the left sidebar navigation, the page is organized into three sections from top to bottom:

1. Selector Bar

Two dropdowns at the very top:

Club selector (left dropdown) — pick which club you want to manage fulfillment for
Cycle / Release selector (right dropdown) — for subscription clubs, choose a cycle; for release clubs, choose a release. A + button to the right opens the create wizard.

2. Stats Bar

A horizontal row of clickable pill-shaped filter buttons directly below the selector bar. Click any pill to filter the member table. The active pill is highlighted.

Pills appear in this exact order (left to right):

Pill	Always Visible?	Description
All	Yes	Every order in this cycle or release, with total count
Overdue	Only when count > 0	Orders past their expected processing date (red badge)
Needs Attention	Only when count > 0	Orders with issues requiring follow-up (amber badge)
Pending	Yes	Orders waiting to be prepared
Ready	Yes	Orders in a Ready state (pickup or shipping)
Fulfilled	Yes	Completed orders
Pickup	Yes	All orders designated for member pickup
Shipping	Yes	All orders designated for shipment
Skipping	Only for release clubs	Members skipping this release

At the far right of the row: Collected: $X,XXX — the combined value of all orders (product revenue + tax + fees).

3. Member Table

The main area of the page is a table of members and their orders:

Search bar at the top to find members by name
Filter dropdowns for tier, status, fulfillment method, etc.
Checkboxes on the left side of each row (Cycle view only) for selecting members for bulk operations
Pagination controls at the bottom
Click any member row to open the member fulfillment sidebar

Cycle vs. Individual Fulfillment View

Feature	Cycle View	Individual View
Member checkboxes	Yes	No
Bulk action toolbar	Yes (appears when members selected)	No
Stats bar	Yes	Yes
Member sidebar on row click	Yes	Yes

Bulk Actions in Cycle View

When you select members using the checkboxes, a toolbar appears above the table:

Selected Members' Status	Button Shown	What It Does
All selected are in a Ready status	Resend Email (N)	Resends the "ready for pickup/shipping" notification email
Any Pending Choice members selected	Message: "Pending Choice members must be confirmed individually"	No bulk action available
Other statuses	Process Selected	Opens the bulk fulfillment sidebar

Opens when you click a member row in the table. The sidebar slides in from the right side of the screen.

Member name (title, bold)
Member email (subtitle, collapsible — click to expand or collapse)
Status badge — the reservation status (e.g., "Confirmed", "Ready for Pickup", "Fulfilled")
Detail line — tier name, fulfillment method (Pickup or Shipping), shipping speed if applicable
Close button (X) in the top-right corner

If the member has issues preventing fulfillment, an amber warning banner appears directly below the header:

Warning icon + "Issues preventing fulfillment"
Bulleted list of specific issues (e.g., "Missing payment method", "Invalid shipping address")
When issues are present, the primary action button in the footer is disabled — you must resolve the issues before proceeding.

Change Fulfillment Button

A full-width outline Change Fulfillment button appears below the issue banner (or below the header if there are no issues). This single button handles both changing the fulfillment method (pickup ⇄ shipping) and relocating the order to a different location — they're the same flow.

Clicking it opens the Change Fulfillment dialog:

The dialog title is Change Fulfillment with a swap icon.
A destination/method picker lets you choose the new fulfillment method and, where applicable, the destination location.
If switching to shipping, a Shipping Address section appears:
- A dropdown pre-populated with the member's saved addresses (default address pre-selected).
- An Add new address option at the bottom of the dropdown to enter a new address inline.
- Address eligibility is validated automatically — if the state is ineligible, a red error message appears.
A relocation preview shows what will happen with the chosen destination:
- Lossless transfer — the items carry over as-is and the order keeps its status and selections (tax is recalculated for the new method/location).
- Full reset — the items can't carry over cleanly, so the original order is cancelled (releasing its inventory) and a fresh order is created at the destination to be set up again.
A checkbox at the bottom: Apply this change to all future orders for [member name] — when checked, updates the member's subscription preference permanently.
Footer buttons: Cancel (left) and the confirm button (right, wine-colored). The confirm button is disabled until a valid destination (and address, for shipping) is selected.

The change is recorded on the order's timeline as a Relocated event.

Tabs

Two tabs below the header area:

Items — the default tab, showing template selector, item list, and fulfillment actions
Timeline — shows the chronological event history

Items Tab — Content by Reservation Status

The Items tab content, footer button, and available actions change based on the reservation status. Here is exactly what you see for each status:

Customer Choice — Setup Mode

What you see:

Template selector dropdown at the top — labeled "Template", lets you pick from available templates for this tier and location. Changing the template updates the item list below.
Item list — checkboxes next to each item, with + / − quantity buttons. Check the items you want to make available for the member to choose from.

Footer:

Email toggle icon on the left (see The Email Toggle Icon below)
Send Selection Email button on the right (with a mail icon). This emails the member a link to make their selections.
- If you click the email toggle to disable it, the button text changes to Set Available Items (with a checkmark icon instead of a mail icon). This sets the items without sending an email.

Confirmation dialog:

If email is enabled: title Send Selection Email?, description explains that an email will be sent to the member.
If email is disabled: title Set Available Items?, description explains that items will be set but no email will be sent.
Buttons: Cancel and Confirm.

Exact Set — Setup Mode

What you see:

Template selector dropdown at the top (same as above)
Item list — the pre-configured items from the template, with quantities

Footer:

Email toggle icon on the left
Mark Ready button on the right (with a package icon)

Confirmation dialog: title Mark Ready?, description "This will mark the order as ready for pickup/shipping. This action cannot be easily undone." Buttons: Cancel and Confirm.

Pending Choice (member hasn't submitted selections yet)

What you see:

The member's current pre-selected items (if any were pre-selected by the template)
An edit mode is available — click the pencil icon to modify the selections

Footer (default view):

If this is a release and the release is Open: a Skip Release button (outline, red text) appears on the left
Confirm button on the right (with a checkmark icon) — confirms the current selections on behalf of the member

Footer (edit mode — after clicking pencil):

Email toggle icon on the left
Send Updated Selection button on the right — re-sends the selection email with updated items

Confirmation dialog: title Confirm Selection?, description "This will confirm the current pre-selected items on behalf of the customer. The customer will not receive an email." Buttons: Cancel and Confirm.

Confirmed (selections finalized, not yet marked ready)

What you see:

The confirmed items list (read-only)
For release reservations, an action row with three buttons:
- Skip — skip this member from the release
- Reopen — reopen the member's selection window
- Charge Now — immediately charge the member's payment method

Footer:

Email toggle icon on the left
Mark Ready for Pickup button (if the member is a pickup member, with a package icon)
Mark Ready to Ship button (if the member is a shipping member, with a package icon)

Confirmation dialog: title Mark Ready?, description "This will mark the order(s) as ready for pickup/shipping. This action cannot be easily undone." Buttons: Cancel and Confirm.

Ready for Pickup

What you see:

The items in the order with checkboxes — each item can be checked or unchecked to indicate which items the member is picking up
If all items are checked, the order will be completed in full
If only some items are checked, a partial pickup will be recorded

Footer:

Complete Pickup button (if all items are checked — completes the entire order)
Pickup Selected Items button (if only some items are checked — records a partial pickup)

Confirmation dialogs:

Full pickup: title Complete Pickup?, description "This will mark the pickup as complete. Make sure all items have been collected. This action cannot be undone." Buttons: Cancel and Confirm.
Partial pickup: title Record Partial Pickup?, description "This will record the selected items as picked up. The remaining items will still be available for a future visit." Buttons: Cancel and Confirm.

Ready for Shipping

What you see:

The items in the order
If a shipping integration is configured (Shippo, VinoShipper, etc.): the footer contains the shipping workflow
If no shipping integration: the Configure Shipping First button appears (disabled state) until you configure shipping

Footer:

If shipping is configured: Mark Shipped button (with a truck icon)
If shipping is NOT configured: Configure Shipping First button (disabled, greyed out) — you must first open the Manual Shipping Modal or connect a shipping integration

Confirmation dialog: title Mark as Shipped?, description "This will mark the order as shipped. Ensure the package has been dispatched. This action cannot be undone." Buttons: Cancel and Confirm.

Fulfilled (shipped or picked up)

What you see:

The completed items list (read-only)
If shipped: a View Shipping Label link at the top of the sidebar showing carrier, tracking number, and cost

Footer: No action buttons are shown. The footer is hidden for fulfilled orders.

Cancelled

What you see:

The cancelled reservation with the cancellation reason displayed

Past-Due (Failed Charge) Orders

There is no "Payment Failed" status. When a charge fails, the order stays in its Confirmed state and the sidebar surfaces a derived "charge failed / past due" indicator instead — driven by the outstanding balance on the member, not by a status change. The order keeps holding its inventory, and the membership is automatically paused until the balance is resolved. To clear it, retry/collect the outstanding balance (the order then advances to Charged), waive it, or cancel the order. See Inventory Holds and Blocking Issues and Failed Payments and Retries.

The Email Toggle Icon

The email toggle icon appears in the bottom-left corner of the sidebar footer, next to the primary action button. It controls whether the member receives an email notification when you process the action.

How it looks:

Enabled (solid mail envelope icon, filled button): The member WILL receive an email notification when the action is processed. Tooltip on hover: "Email will be sent to member"
Disabled (mail envelope with an X through it, outline button): The member will NOT receive an email notification. Tooltip on hover: "No email will be sent"

How to toggle it: Click the icon to switch between enabled and disabled. The icon changes from a solid envelope (Mail) to a crossed-out envelope (MailX).

Where it appears: The email toggle is shown for these modes:

Customer Choice Setup (Send Selection Email / Set Available Items)
Exact Set Setup (Mark Ready)
Mark Ready for Pickup
Mark Ready to Ship
Pending Choice edit mode (Send Updated Selection)

Where it does NOT appear:

Pickup Processing (Complete Pickup)
Shipping Processing (Mark Shipped)
Fulfilled status
Confirm Selection (non-edit Pending Choice mode)

Processing Individual Orders

For Exact Set Clubs (You Curate the Wines)

Click a member row in the table to open the sidebar.
In the Items tab, you see a Template dropdown at the top — select the template you want to use for this member.
The item list below updates to show the items from the selected template, with quantities.
Adjust quantities using the + / − buttons if needed.
Optionally click the email toggle icon in the footer to control whether the member gets notified.
Click Mark Ready in the footer.
A confirmation dialog appears with the title Mark Ready? — click Confirm to proceed.
The order transitions to Ready for Pickup or Ready for Shipping.

For Customer Choice Clubs (Members Select Their Wines)

Click a member row in the table to open the sidebar.
In the Items tab, select a Template from the dropdown at the top.
Check the items you want to make available for this member to choose from.
In the footer, the email toggle icon should be enabled (solid envelope) if you want to send the member an email.
Click Send Selection Email in the footer.
A confirmation dialog appears with the title Send Selection Email? — click Confirm.
The member receives an email with a link to browse and pick their wines.
Once the member submits their selection, the order status updates to Confirmed automatically.

After Items Are Confirmed — Pickup Orders

Click the member's row to open the sidebar.
Review the confirmed items in the Items tab.
Click the email toggle icon if you want to control notifications.
Click Mark Ready for Pickup in the footer.
A confirmation dialog appears: Mark Ready? — click Confirm.
When the member arrives, click the member's row again.
Check the items the member is collecting. If all items are checked, click Complete Pickup. If only some items, click Pickup Selected Items.
A confirmation dialog appears: Complete Pickup? or Record Partial Pickup? — click Confirm.

After Items Are Confirmed — Shipping Orders

Click the member's row to open the sidebar.
Review the confirmed items in the Items tab.
Click Mark Ready to Ship in the footer.
A confirmation dialog appears: Mark Ready? — click Confirm.
The order transitions to Ready for Shipping. Choose your shipping method:
- Shippo — shows live carrier rates with pricing and estimated delivery. Pick a rate and a label is generated automatically.
- VinoShipper — compliance-handled wine shipping.
- Manual — click to open the Manual Shipping Modal (see below).
After configuring shipping, click Mark Shipped in the footer.
A confirmation dialog appears: Mark as Shipped? — click Confirm.

When you choose to manually enter shipping information, a modal titled Manually Mark Shipped (with a package icon) opens:

Field	Required	Description
Customer	Displayed (read-only)	The member's name, pre-filled and greyed out
Carrier Service *	Yes	Dropdown labeled "Select carrier service" — choose from UPS, FedEx, USPS, etc.
Tracking Number *	Yes	Text input with placeholder "Enter tracking number"
Shipping Cost *	Yes	Dollar amount input with $ prefix, placeholder "0.00"
Notes	No	Text area with placeholder "Any additional shipping notes...", 3 rows

Footer buttons:

Cancel (left, outline) — closes the modal without saving
Mark as Shipped (right, wine-colored, with package icon) — saves the shipping info and marks the order as shipped. While processing, shows a spinner and text Marking as Shipped...

In callback mode (when configuring shipping before marking shipped), the right button shows Save Shipping Info instead, and while processing shows Saving...

While the processing sidebar is open:

Discount selector — if the member's tier includes rewards or discounts, a dropdown appears above the footer (below the item list) to apply a discount to this order. Options include each available reward by name, plus "No discount" to explicitly remove one.
Notes input — a text area appears above the footer for setup and ready modes. Placeholder text varies: "Add any pickup instructions..." for pickup, "Add shipping notes..." for shipping, or "Add notes for the member..." for setup modes.
Cross-location info banner — if the order was created at a different location, a blue info banner appears: "This member is normally served by [Location Name]. You can still process this order from your location."
Cross-location relocation — if the order is locked to another location, an amber banner with a Change Fulfillment button appears. Clicking it opens the Change Fulfillment dialog (the same relocation flow described under Change Fulfillment Button), which moves the order to your location — transferring the items as-is when they're all available, or cancelling the original and re-creating the order at your location otherwise. The move is recorded as a Relocated event.
Reconciliation summary — when changes during fulfillment affect the price (e.g., substituting a different wine), a colored banner appears above the footer:
- Orange banner for additional charges: Additional Charge: $X.XX with original → new price breakdown
- Green banner for credits: Credit to Customer: $X.XX
- A Waive checkbox on the right side to absorb the difference
- If waived, italic text: "Additional item charge/refund will be waived"
Deferred billing banner — for partial pickups, a grey banner: "Billing adjustment deferred — Price adjustments will be applied when the full order is picked up."
Configured shipping display — after shipping is configured, shows method, carrier service, tracking number, and cost breakdown

Opens when you select multiple members in Cycle view and click Process Selected. The sidebar slides in from the right.

Header

Icon: Users icon
Title: Processing N members (where N is the count of selected members)
Detail line: club name · tier name · "Member Choice" or "Curated" (based on inventory control mode)
Close button (X) in the top-right corner

Bulk Setup (Assigning Templates and Marking Ready)

For members in setup states (not yet marked ready):

A Template selector dropdown appears: Select a template — pick from available templates for the tier at this location.
Below the template selector, a badge shows the item count: N per member and N selected per member · N total.
The item list shows items from the selected template with quantities.
For Customer Choice clubs: the footer button is Send Selection Email (or Set Available Items if the email toggle is disabled).
For Exact Set clubs: the footer button is Mark Ready.

The email toggle icon works the same as in individual mode — click the envelope icon in the bottom-left of the footer to toggle notifications on or off.

Bulk Pickup Processing

When all selected members are pickup members in a Ready state:

The sidebar shows the items to be picked up.
Click Complete All Pickups in the footer.
A confirmation dialog appears: Complete Pickup? — click Confirm.
A progress display shows as pickups are processed in batches.
When complete: success/failure counts are shown.
Click Done to close.

Bulk Shipping Processing — Wizard Steps

For bulk shipping orders, the sidebar follows a multi-step wizard:

Step 1: Configure Shipping

Provider routing table — shows which carrier/service is configured for each state/region
Package selector — choose package dimensions from saved presets or enter custom dimensions (length × width × height, weight)
Checkbox: Preview shipping costs — when checked, the system fetches rates before generating labels so you can review costs
Footer button: Generate N Labels (goes directly to label generation) or Preview Rates for N (if the preview checkbox is checked)

Step 2: Fetching Rates

A progress bar showing N of N members processed
System queries carrier APIs for shipping rates for each member
This step is shown only if you checked Preview shipping costs in Step 1

Step 3: Cost Preview

A scrollable list of per-member rows. Each row shows:
- Member name with a shipping speed badge (e.g., "Priority", "Ground")
- Carrier — Service name below the name
- Cost badge on the right side:
  - Green badge: Included — shipping cost is included in the member's membership
  - Dollar amount (e.g., $12.50) — cost to be charged to the member
  - Red background: FAILED — rate fetch failed for this member, with error message
Below the per-member list, a rollup summary section:
- Total shipping cost — sum of all rates
- Customer charges — total charged to members
- Business coverage — total covered by your business
- Shipping included in membership — count of members with included shipping
Footer buttons: Back (left, to return to Step 1) and Generate N Labels (right, to proceed)

Step 4: Generating Labels

A progress bar showing label generation progress
System generates shipping labels for each member in batches

Step 5: Label Generation Complete

Hero heading: Labels Generated Successfully (if all succeeded) or Label Generation Complete (if mixed results)
Counts displayed prominently: N succeeded, N pending (if any labels are still generating in the background), N failed

Action buttons (stacked vertically):

Button	When Shown	What It Does
Retry N Failed	Only when there are retryable failures	Re-attempts label generation for failed members
Mark All Shipped	When there are successful labels	Marks all successfully labeled orders as shipped
Print All Labels (N)	When there are successful labels	Generates a combined PDF of all shipping labels. While generating, the button shows Generating PDF... with a spinner
Done	Always	Closes the sidebar

If there are pending labels (labels still being generated by the carrier), a yellow panel shows:

N Labels Pending heading
"Orders created but labels still generating. They will appear in VinoShipper shortly."
A Fetch All button to check the status of pending labels

If there are failed labels, a red panel lists each failed member with the member name, error category badge (VALIDATION, COMPLIANCE, etc.), and error message.

Step 6: Marking as Shipped

A progress bar showing orders being marked as shipped in batches

Step 7: Shipments Complete

Final success/failure summary
Click Done to close

Bulk Confirmation Dialogs

Every bulk action shows a confirmation dialog before executing:

Dialog Title	Shown Before
Send Selection Email?	Sending selection emails to multiple members
Set Available Items?	Setting items without email (email toggle disabled)
Mark Ready?	Marking multiple orders as ready
Complete Pickup?	Completing pickup for multiple members
Mark as Shipped?	Marking multiple orders as shipped

Each dialog has two buttons: Cancel (left) and Confirm (right, wine-colored).

Timeline Tab

Shows the FulfillmentTimeline — a vertical chronological list of events with icons, titles, descriptions, and timestamps.

Event types shown (in chronological order):

Event	Icon	Description
Reservation Created	👤 User	"Member was assigned to this cycle/release"
Customer Notified	📧 Mail	"Email sent to [name] for wine selection"
Selection Confirmed	✅ CheckCircle	"[name] completed their wine selection"
Payment Charged	💳 CreditCard	"Charged $X.XX during release run"
Overage Charged	💳 CreditCard	"Charged $X.XX overage"
Ready for Pickup	📦 Package	"Order prepared and ready for pickup"
Ready for Shipping	🚚 Truck	"Order prepared and ready for shipping"
Adjustment Waived	✕ XCircle	"Charge/Refund of $X.XX was waived by staff"
Relocated	🔁 Swap	"Order relocated to a different fulfillment location/method" — written by Change Fulfillment (replaces the older "Fulfillment Converted" event, which only appears on historical orders)
Additional Charge	💳 CreditCard	"Charged $X.XX for order adjustment at pickup/shipping"
Refund Issued	🔄 Refresh	"Refunded $X.XX for order adjustment"
Partial Pickup	📦 PackageCheck	Description of partial pickup event
Pickup Completed	✅ CheckCircle	"[name] picked up their order"
Shipment Completed	✅ CheckCircle	"Order shipped to [name]"

Future expected events appear greyed out with a clock icon and "Waiting for..." description.

Reconciliation Summary

When changes during fulfillment affect the price (e.g., substituting a different wine, adjusting quantities), a reconciliation summary appears in the sidebar footer area:

Orange banner for additional charges: shows Additional Charge: $X.XX with an "Original: $X.XX → New: $X.XX" breakdown
Green banner for credits: shows Credit to Customer: $X.XX
If both item charges and shipping charges apply, a line-item breakdown shows:
- Items — $X.XX
- Shipping — $X.XX
A Waive checkbox on the right side — check it to absorb the item charge/refund difference (shipping charge still applies if present)
When waived, italic text appears: "Additional item charge will be waived" or "Additional item refund will be waived (shipping charge still applies)"

Reports and Exports

From the actions dropdown at the top of the fulfillment page:

Report	What It Contains
Packing List	Every order and its items, organized for your packing team
Shipping Manifest	All shipping orders with addresses and carrier details
Pickup List	All pickup orders grouped by location
Fulfillment Status Report	Complete export of every order's status, charges, and fulfillment details

Click the report you want and a CSV file downloads to your computer.

How to Manage Fulfillment and Process Orders

Fulfillment Page Layout

1. Selector Bar

2. Stats Bar

3. Member Table

Cycle vs. Individual Fulfillment View

Bulk Actions in Cycle View

Member Fulfillment Sidebar

Header

Issue Banner

Change Fulfillment Button

Tabs

Items Tab — Content by Reservation Status

Customer Choice — Setup Mode

Exact Set — Setup Mode

Pending Choice (member hasn't submitted selections yet)

Confirmed (selections finalized, not yet marked ready)

Ready for Pickup

Ready for Shipping

Fulfilled (shipped or picked up)

Cancelled

Past-Due (Failed Charge) Orders

The Email Toggle Icon

Processing Individual Orders

For Exact Set Clubs (You Curate the Wines)

For Customer Choice Clubs (Members Select Their Wines)

After Items Are Confirmed — Pickup Orders

After Items Are Confirmed — Shipping Orders

Manual Shipping Modal

Sidebar Extras

Bulk Fulfillment Sidebar

Header

Bulk Setup (Assigning Templates and Marking Ready)

Bulk Pickup Processing

Bulk Shipping Processing — Wizard Steps

Step 1: Configure Shipping

Step 2: Fetching Rates

Step 3: Cost Preview

Step 4: Generating Labels

Step 5: Label Generation Complete

Step 6: Marking as Shipped

Step 7: Shipments Complete

Bulk Confirmation Dialogs

Timeline Tab

Reconciliation Summary

Reports and Exports