A Comprehensive Guide on How to Manually Fulfill Orders on Shopify

Table of Contents

1. Introduction
2. Understanding Manual Order Fulfillment
3. Preparing for Manual Fulfillment
4. Steps to Manually Fulfill an Order on Shopify
5. Best Practices for Manual Fulfillment
6. Handling Common Order Fulfillment Scenarios
7. Common Mistakes to Avoid
8. Why Choose Tevello for Your Fulfillment Needs?
9. Conclusion

Introduction

Did you know that over 90% of e-commerce businesses struggle with order fulfillment complexity? The friction between managing inventory, shipping logistics, and customer satisfaction can leave even the most organized merchants feeling overwhelmed. If you manage a Shopify store, you've likely encountered issues where fulfilling orders manually becomes a necessity, especially when you're dealing with unique shipping scenarios or non-standard inventory arrangements.

At Tevello, we understand these challenges deeply. We believe that empowering Shopify merchants means providing the right tools and information to navigate the complexities of online retail effectively. In this blog post, we’ll explore how to manually fulfill orders on Shopify, diving into the pros and cons, step-by-step instructions, and tips for efficient order management.

Are you ready to optimize your fulfillment process and deliver a top-notch customer experience? We’re excited to guide you through this critical aspect of e-commerce. Our all-in-one solution integrates seamlessly into the Shopify ecosystem, making it easier for you to sell digital courses, create communities, and manage every aspect of your online store—all in one place.

By the end of this article, you will have a clear understanding of how to execute manual fulfillment, the considerations involved, and the best practices to enhance your efficiency. Let’s dive in!

Understanding Manual Order Fulfillment

What is Manual Order Fulfillment?

Manual order fulfillment refers to the process of handling and shipping orders without the automation provided by Shopify's built-in fulfillment systems. For various reasons—like inventory discrepancies, unique shipping requirements, or personal dropshipping—you may find it necessary to fulfill an order manually.

This section outlines why merchants opt for manual fulfillment and what benefits and risks are associated with it:

Benefits of Manual Fulfillment

1. Control: You can manage every aspect of the order, from choosing the shipping carrier to adding personalized messages for customers.
2. Flexibility: Manual fulfillment allows you to handle exceptions on a case-by-case basis, such as splitting orders or catering to special requests.
3. Simplicity: In cases where you only have a few orders, manual fulfillment can be a straightforward way to ensure speedier processing.

Risks of Manual Fulfillment

1. Time-consuming: Fulfilling orders manually can drastically increase the time taken for processing, leading to potential lapses in customer satisfaction.
2. Human error: Relying on manual processes increases the likelihood of mistakes, such as incorrect shipping addresses or forgotten packages.
3. Scalability issues: As your business grows, manual fulfillment can become untenable without adequate systems in place.

By understanding both the benefits and the risks, we can better navigate the complexities of order fulfillment as we explore the process step-by-step.

Preparing for Manual Fulfillment

Before manually fulfilling orders on Shopify, it’s crucial to check a few settings to ensure a smooth process.

Key Considerations

1. Deactivate Automatic Fulfillment: To manually fulfill orders, make sure that automatic fulfillment is turned off. You can find this option in your Shopify admin under Settings > General > Order Processing.
2. Inventory Setup: Ensure your inventory quantities are accurate. If an item isn’t available, you may want to fulfill part of the order or communicate with the customer.
3. Shipping Options: Research cost-effective shipping methods and service providers that suit your business needs.

Once these preliminary steps are in place, we can proceed with the manual fulfillment process.

Steps to Manually Fulfill an Order on Shopify

Now, let’s break down the manual fulfillment process on Shopify, both from the desktop and the Shopify app. This way, whether you're working from a computer or on-the-go with your smartphone, you’ll always have the information you need.

Step-by-Step: Fulfilling Orders via Desktop

1. Access Your Orders: From your Shopify admin, navigate to the "Orders" section.
2. Choose the Order: Click on the specific order you want to fulfill.
3. Select the Fulfillment Location: If you manage multiple inventory locations, choose which location you’ll be fulfilling from.
4. Fulfill Items:
   • Locate the Unfulfilled section and click on Fulfill items(s).
   • Optionally, enter a tracking number. Shopify may automatically recognize the format and select the correct shipping carrier.
   • If it doesn’t, manually choose the appropriate shipping carrier from the dropdown menu.
   • (Optional) Enable "Send shipment details to your customer" to keep them informed.
5. Confirm Fulfillment: Click Fulfill item(s) to mark the order as fulfilled.

Alternative Method: Fulfilling Orders Using the Shopify App

1. Open the App: Tap the Shopify app on your mobile device.
2. Select an Order: Tap on the order you'd like to fulfill.
3. Change Fulfillment Location: If applicable, change the fulfillment location.
4. Fulfill Items:
   • In the Unfulfilled section, tap Fulfill items(s).
   • Optionally, add a tracking number using your shipping provider.
   • Enable notifications for your customer if desired.
5. Finalise Fulfillment: Tap on Fulfill item(s) to complete the order.

Adding Tracking Information Post-Fulfillment

If you receive tracking information after fulfilling an order, you can still add this information within your Shopify admin. Here’s how:

Desktop Process

1. Navigate back to the order in your Shopify admin.
2. In the Fulfilled section, click Add tracking.
3. Fill in the tracking number and select the shipping carrier, if necessary.
4. Save your changes.

Mobile App Process

1. Open the order in the Shopify app.
2. Tap Add tracking in the Fulfilled section.
3. Enter the required tracking details and save.

Best Practices for Manual Fulfillment

Implementing a streamlined manual fulfillment process requires more than just following steps. Here are some best practices that can help to mitigate risks and enhance efficiency:

1. Organize Your Workspace

A clean, organized workspace allows for better focus and efficiency while packing orders. Ensure that packaging materials, shipping labels, and the necessary tools are easily accessible.

2. Manage Inventory Effectively

Regularly audit your inventory to predict stock levels accurately. This will help you avoid delays or stockouts when fulfilling orders.

3. Train Your Team

If you have staff members assisting with fulfillment, ensure they are well-trained in the process and understand how to use Shopify efficiently.

4. Utilize Shipping Software

Consider integrating shipping software that can automate parts of the process, such as generating shipping labels, which can save time and reduce errors.

5. Communicate with Customers

Keep your customers updated on their order status. Transparency builds trust and can enhance customer satisfaction.

Handling Common Order Fulfillment Scenarios

Even with a structured process, you may encounter specific scenarios during manual fulfillment that require special attention. Here we'll cover a few common ones:

Scenario 1: Fulfilling Part of an Order

If a customer orders multiple items and one is out of stock, you may need to fulfill part of the order. Follow the standard fulfillment steps but enter the quantity for items you are able to ship.

Scenario 2: Changing Fulfillment Locations

Sometimes, you may need to fulfill an order from a different location due to inventory management needs or a shipping cost consideration. You can change the fulfillment location as detailed in the steps earlier in this post.

Scenario 3: Managing Backorders

If a product is on backorder, communicate clearly with your customers, letting them know when they can expect their items. Fulfill the remaining items promptly to keep their trust and satisfaction.

Common Mistakes to Avoid

Here are some pitfalls to avoid during manual fulfillment to enhance your process:

1. Inaccurate Tracking Numbers: Double-check tracking numbers before sending them. Incorrect tracking can lead to customer frustration.
2. Neglecting Fulfillment Notifications: Automatically notify customers of fulfillment status. This proactive communication reduces customer inquiries and enhances satisfaction.
3. Not Regularly Reviewing Fulfillment Settings: Take time to revisit your fulfillment settings, especially if stock levels change or you add new shipping carriers.

Why Choose Tevello for Your Fulfillment Needs?

At Tevello, we understand the intricacies of running a Shopify store. Our goal is to empower you with the right tools to help streamline your processes, allowing you to focus on growing your business. By choosing Tevello, you can automate aspects of your course offerings and community-building efforts, all integrated into your Shopify store.

With our robust features, you can enhance customer experiences and foster engagement, reducing your reliance on manual operations. Whether you're new to e-commerce or looking to enhance your existing processes, we invite you to explore the endless possibilities with Tevello.

Ready to take the next step towards simplifying your Shopify order management? Start your 14-day free trial of Tevello today!

Conclusion

Successfully managing your online store's order fulfillment process is crucial to ensuring customer satisfaction and operational efficiency. By understanding how to manually fulfill orders on Shopify, preparing adequately, and leveraging best practices, you set the stage for a streamlined operation.

At Tevello, we are dedicated to helping Shopify merchants like you navigate these waters effectively. Our all-in-one solution is designed for ease of use and robust functionality, allowing you to focus on your growth while we handle the complexities of order fulfillment.

Don’t wait any longer to elevate your e-commerce business—Install the all-in-one course platform for Shopify today and see how we can help you achieve your business goals!

FAQ

What happens if I accidentally fulfill an order with the wrong item?

If you’ve fulfilled an order incorrectly, immediately contact your customer to resolve the issue. You may need to initiate a return or refund depending on your store policies.

How can I track multiple shipments for one order?

Shopify allows you to add multiple tracking numbers to an order. For each shipment, enter the tracking details in the Fulfilled section to update your customer.

Can I use Tevello for creating online courses once I set up my fulfillment process?

Absolutely! Tevello is designed to empower you to sell online courses and digital products while also managing effective fulfillment through your Shopify store.

Is it necessary to have technical skills to use Shopify’s manual fulfillment features?

No, you do not need technical skills; Shopify’s platform is designed to be user-friendly. With this guide, you can easily carry out manual fulfillment regardless of your technical background.

How can I improve my overall fulfillment process?

Regularly review your order fulfillment strategies and make necessary adjustments. Avoid relying exclusively on manual fulfillment; consider integrating automation tools to streamline the process further.

Incorporating these practices will elevate your order fulfillment while ensuring your customers remain satisfied with their shopping experience. Let us know how we can support you on this journey!