Order Fulfilment

This is the heart of the plugin: every paid WooCommerce order travels through a guarded warehouse workflow, and your team fulfils it item by item from Orders in the ERP.

The status flow

Order Received → Stock Validated → Picking → Packing → Shipping → Collected/Delivered (Completed)

• A paid order (and every checkout order) enters at Order Received automatically.
• Statuses may only move one step forward at a time. An attempted skip is quietly reverted and noted in the order's activity log. Administrators, shop managers and Warehouse Managers hold an override and may skip; Warehouse Staff cannot.
• Moving backward, and cancelling/refunding, is always allowed.
• These statuses appear everywhere in WooCommerce too — order list filters, reports and bulk actions.

Prerequisites

• Products must have their stock assigned to bins — see Stock Assignment. Stock that exists only as a WooCommerce number cannot be reserved.
• The user needs Orders access in the Access Control matrix and must be allowed to edit shop orders (all three ERP roles are).

The order list

Open Orders → Orders.

Search by order number (press Enter), page through 10 at a time, and open any order with the eye icon. The + New Order button creates an order from the ERP (see below). Deep links from the dashboard pipeline open this list pre-filtered by status.

The order view

Top to bottom: customer, shipping address, payment and order-detail cards; the order items with totals; and then the fulfilment panels described next. A Fulfillment Progress timeline at the bottom shows all six stages with who completed each and when:

Step 1 — Check inventory

The Inventory Fulfillment panel compares each ordered line with your warehouse stock:

The banner distinguishes two problems:

• "Some items are not stocked in any warehouse" — the product has WooCommerce stock but sits in no bin. Fix: assign it to a bin.
• "Some items cannot be covered from warehouse stock" — genuinely not enough units. Fix: buy more — every short line offers a Create RFQ button pre-filled with the missing quantity, and Create RFQ for All covers every shortage in one request.

Step 2 — Validate and reserve

The Item Fulfilment panel drives the per-item workflow:

• Validate — checks availability and marks the line Validated.
• Validate and Reserve — checks and immediately holds the units. If several bins could serve the line, you're asked to choose one; otherwise the ERP allocates automatically.
• Reserve — appears on validated lines; pick the bin from a list showing each bin's free units.
• Validate All / Validate & Reserve All run the same for every line at once and report the combined result.

Reserved units stay in their bins but no other order can take them — reservations are conflict-safe even when two people work at the same time ("Could not reserve — another order may have taken them" means someone else got there first; re-validate and try again).

Step 3 — Pick

Click Start Picking on a reserved line (order status becomes Picking). While picking, the panel lists exactly which bins to take the units from. Need a different bin? Change / split bin moves the hold — fully or partially — to another bin with enough free units.

Mark as Picked then removes the units from their bins — this is the moment physical stock decreases. Every pick lands in the order's Warehouse Activity panel and the global Activity Log.

Step 4 — Pack, ship, complete

• Start Packing → Packing; Mark as Packed when the box is closed.
• Start Shipping → Shipping — the customer receives the "Order Shipped" email.
• Mark as Completed finishes the line; when all lines are done the order becomes Collected/Delivered and the customer gets the completion email.

The order status always mirrors the least advanced line, so partially processed orders are visible at a glance.

Create an order from the ERP

+ New Order opens a draft order editor:

Assign a registered customer (or leave empty and fill a guest billing address), add products, adjust quantities, apply coupons, add shipping and fees, choose the payment method, recalculate totals, and attach documents. Create Order places it into the workflow; Discard Draft deletes it without a trace.

Fulfilment without leaving WooCommerce

Everything above can also be driven from the classic WooCommerce order screens — see Fulfilment from WooCommerce Admin.