How to Fulfill Orders
The admin account accepts all the orders in the order list and once you fullfill it, the inventory levels automatically update.
Once you receive an order from a practitioner, it lands up in your “Order List” list. From there someone can fulfill the order by printing a label & infosheet, and also preparing the actual formula / product.
When you prepare a formula, you are telling the dispensary system how much of each herb went into the order, and which lot number you are using. The system automatically picks the oldest lot number for you and also auto populates the quantity from the ordered formula or product. When you finish fulfilling the order, the inventory quantities of each herb,premix or product is adjusted accordingly and the item in the order is changed to Fulfilled.
Practitioners are able to cancel an order up until any item in the order is fulfilled. Practitioners can do this in their account, by locating the order in Order History and choosing cancel from the Action List next to the order. This option disappears once fulfillment begins (not finished).
Why do I need to Fulfill Orders?
You need to fulfill orders because we need to tell the dispensary system which lot numbers you are using for the order and how much you actually measured. It is not good enough to just create the order, the main goal is to track lots and quantities. A formula may call for 8g, but the fulfiller measures out 8.1g. To properly keep track of inventory, the fulfiller should enter the exact amount put into the formula during fulfillment.
During the fulfillment process, the system does a check to ensure the right quantities are entered for each herb. If a quantity is off, it will warn you and let you go and re-check your formula. You can still fulfill a formula with incorrect amounts and the system will only warn you the quantity doesn’t match.
Example Total Herb required is 10g, LotA is 5g and LotB is 3g, the system will warn you that the quantity is off by 2g.
If you make a mistake you can press the red button “Waste & Start Again” and all herbs which have a quantity in the box will be reduced by this amount and marked as waste. This is useful if you accidentally drop your formula on the floor or add the wrong herb by mistake and it cannot be undone. After you waste the herbs, you can fulfill the formula from scratch.
Some dispensaries use barcode scanning to fulfil orders. If someone is fulfilling an order and scans an incorrect herb, the system will warn the user that the herb is not in the order.
With this system, patients can pay directly for an order. Dispensaries will wait until the order is paid before fulfilling it. If we automatically deducted inventory at the time of the order, the order may never be paid by the patient and then we need to reverse it. Instead there is a feature to hold inventory as “committed” for X amount of days before returning it to the available state. This allows you to sell inventory to another patient/customer instead of having it tied up if a patient takes an extended period of time to pay. It is not a concern for dispensaries who sell to patients on the spot.
The system does have refill capabilities, so a practitioner could let a patient purchase a refill themselves or a practitioner can setup a refill for a patient, and notify them to pay by text or email.
Steps to Fulfill a Custom Formula
There is no particular order you must use to complete the following tasks.
- Print Infosheet – You can also Bulk Print Labels for multiple orders
- Print Label – You can also Bulk Print Labels for multiple orders
- Measure out formula ingredients ( single herbs and premix formulas)
- Find the order in the order list and open it up by clicking on the Invoice Number. Admin > Orders > List Orders. You will be taken the details of the order (Details Tab), which include the Transaction information, shipping details, patient and practitoner information.
Click on the second tab called “Preparation” at the top of the page and you will be shown the details of the items in the order. If you see items in RED, it means they are out of stock.
Click on “Print Label” and a label will be generated in pdf, jpg, or png format based on your label settings. You can also click on the drop down arrow and pick a custom label which is not the default.
Click on “Print Infosheet” and an infosheet will be generated in pdf, which you can print. You can also click on the drop down arrow, and pick a custom infosheet which is not the default.
When you are ready to measure out the ingredients, click on “Fulfill” and you will be shown a screen similar to this one:
The oldest lot# is chosen by default
You can manually select the lot# from the drop down
If you need to add more than one lot# for each herb, select the ‘+’ button and a new line will appear with the herb you selected
You can turn lots off while you are fulfilling formulas by toggling the lot control to OFF.
When you are finished, click on the submit button and it will analyze your formula to ensure you didn’t make any mistakes.
The system will make sure you have the correct amounts indicated in the formula and show you which lot numbers you selected.
If you need to revise something or start again, click on CLOSE
If you are happy with everything, click on CONFIRM AND FULFILL
Your formula or product is now fulfilled and will be marked “fulfilled successfully” You cannot undo this.
If you need to re-fulfill the formula for any reason, click on re-fulfill on the preparation tab, and the system will let you re-do the fulfillment.
Preparation Tab Options
The preparation tab lists the details of the items in your order (both custom formulas and products), and tell the system which lot#’s you are using, and final weight measured.
Preparation Tab Fields
Product or Formula Name Lists the name of the product or formula name provided by practitioner
Patient – Lists the patient name if applicable
Unit Price – Lists the unit price of the item in the order
Markup Type – Shows you if a % or Flat Amount. You can change the option chosen
Markup Amount – Shows the total markup amount (if any). You can modify this value
Total Price (per product) – Shows the Total Price (unit price + markup)
Item Status – Shows the status of the item. You can have 3 items in an order, and mark 1 of them as back ordered. This item will be placed in the backordered item tab.
Edit – You can edit the item in the order. If it’s a custom formula, you can edit the formula, and the price, invoice, and order details will automatically be updated
Delete – You can delete the item in the order
Print Info-sheet – Click on this link to print the info-sheet. It will generate the info-sheet in pdf and you can print it on any printer. You can also bulk print infosheets, and also update your info-sheet settings
Print Label – Click on this link to print the label. It will generate the label in pdf, and you can print it on your printer. You can also bulk print labels, and also update your label settings