This chapter presents a detailed explanation of the order fulfillment process.  Fulfillment is the process of delivering ordered goods or services to the customer.  PortalProdigy provides the option, where applicable, to decide when orders should be considered fulfilled for purposes of recording sales transactions, creating invoice dates, and settling credit card charges.  In some cases recording of the fulfillment process is performed automatically by PortalProdigy; Exchange orders are an example of this.  Exchange orders are automatically fulfilled when the Exchange record is saved.  Other features provide multiple options; Event Registration is an example of this.  Event Registrations can be have fulfillment recorded at the time of registration, automatically on the event date, or manually by an Administrator.

 

When an Order has been fulfilled, PortalProdigy sets the Order’s Order Status field to Fulfilled.  If some of the Order’s items cannot be fulfilled, the Order Status is set to Partially Fulfilled.  All orders created by all Feature Components including Events, Exchanges, Memberships, and Products, must be fulfilled in order to complete the order process. 

 

The fulfillment process for Product orders is used to fulfill orders, relieve inventory and post to the GL.  Product Orders can also be configured to post (record) sales transactions to the GL at the time the order is placed.  The PortalProdigy Product Download feature automatically fulfills downloaded items at the time the order is placed.

 

PORTALPRODIGY also supports third party fulfillment.  PORTALPRODIGY’s third party fulfillment feature permits Vendors to be given limited access to the Batch Fulfillment feature, permitting the Vendors to fulfill ordered items where they are the designated Responsible Party. 

 

Fulfillment feature benefits include:

 

• Provides automated fulfillment option for each applicable feature component.
• Provides order by order fulfillment processing as well as batch fulfillment processing.
• Prints Picking List for fulfillment batch.
• Prints Packing Slips for each order in fulfillment batch.
• Supports partial fulfillment of orders and automatically creates backorder for unfulfilled items.
• Relieves inventory and committed quantities.
• Automated recording of sales transactions for accounting purposes.
• Automated Settlement of Credit Card charges.
• Supports Third Party Fulfillment.

 

• Tracks shipping dates by item.

 

• Event registrations can be fulfilled automatically on date of Event, automatically at time of registration, or they can be manually fulfilled at the appropriate time by an authorized Administrator.

 

• Print Fulfillment and Inventory Transaction reports.

 

 

Some of the components, fields and settings of the Payments feature, discussed in detail in this chapter, are:

 

Search For Order Items page

Batch #

Retrieve Batch option

Feature

Products

§         Events

§         Pres Releases

Order Status:

§         New Orders Only

§         Backorder Only

§         Both

Responsible Group

Item ID

Item Code

Order Date

Order #

Shipper

Shipping Method

Payment Methods:

§         All Items on Order –

§         Only Items that can be Fulfilled

Exclude Orders with Partial Availability where partial Shipment is not Allowed

Sort by:

§         Order

§         Item

§         Product code

Create New Batch option

Clear criteria option

Print page option

Go To Main Menu option

 

Fulfillment Batch page:

Order ID

Item ID

Product Code

Color & Size

Qty to Fulfill

Qty Shipped 

Qty Canceled

Qty Backordered

Partial Ok

Save batch option

Process Batch option

Clear option

Print page option

Cancel option

Close option