Fulfil Product Sales

Fulfillment means handing a physical product to the person who bought it. Kanri tracks fulfillment separately from payment, so a paid invoice may still have items waiting for pickup.

The invoice is the record of what the member bought. Fulfillment is the record of what your staff reserved or handed over. A member can therefore have a paid invoice while one or more items still need to be collected.

Fulfill items from an invoice

1. Open Invoices, then select the shop invoice. Fulfillment actions accept paid, partially paid, and refunded invoices; check the payment and refund history before handing anything over.
2. Select Manage Fulfillment.
3. Review each product line’s status and quantity.
4. Choose what to do with available stock:
   • Select Allocate to reserve stock for the member without handing it over. The item appears in Ready for Pickup.
   • Select Fulfill Now when you hand the item over. This records the handover and reduces inventory.
5. Repeat for each item or quantity, then close the fulfillment panel.

You can allocate part of a line and fulfill another part. Kanri shows how many units are allocated, fulfilled, and ordered.

For example, a member pays for two shirts but takes only one home. Select Fulfill Now for one shirt and Allocate the other. The second shirt stays on Ready for Pickup until the member returns.

Record a pickup

1. Open Shop, then Inventory, and select Ready for Pickup.
2. Find the member and item.
3. Confirm the quantity with the member.
4. Select Fulfill and confirm the handover.

The Ready for Pickup list contains allocated items that have not yet been handed over. If a member is not collecting all of them, open the invoice and fulfill only the quantity they are taking.

Before confirming a pickup, check the member and variant as well as the quantity. This helps avoid handing out a different size or another member’s reserved item. If the member changes their mind, open the invoice and update fulfillment there rather than leaving a reservation that staff may mistake for a pending pickup.

When stock is unavailable

The invoice’s fulfillment panel shows when an item is waiting for stock. Create a purchase order for the missing quantity. After recording the delivery, allocate stock to the waiting sale. Then use Ready for Pickup when the member collects it.

Products with Track Inventory / Fulfillment turned off do not need a pickup step. Kanri marks those items fulfilled when the invoice is paid. Your school’s Auto Fulfill In Stock behavior can also automatically fulfill eligible items when available stock is on hand.

If there is not enough stock to allocate, do not mark an unavailable unit as handed over. Create a purchase order, record the delivery, and allocate the arriving stock to the waiting invoice. If an invoice is still unpaid, complete or record its payment using Collect a Payment; payment and product handover remain separate records.

Next steps

• Manage inventory
• Create purchase orders
• Review invoices and payment history