All the new orders received on your store will automatically sync into the Open Orders section of your vFulfill account but fulfillment doesn’t start until you place the order to vFulfill.
This guide will walk you through how to review, manage, and place orders step-by-step.
But before diving into the orders, here are a few important checks to ensure you’re all set:
What to Check |
Why It Matters |
Helpful Resources |
1.Product is sourced and inventory is live | Orders can be placed only if you have sourced a product and inventory is live in your vFulfill account. |
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2.Product is linked to a vFulfill Product ID | If the product isn't linked, the system won’t know which product to pick and pack. | |
3.vFulfill Wallet has sufficient balance | Orders require wallet balance to cover fulfillment fees, forward shipping, taxes, etc. |
🪜Steps to Place the Orders to vFulfill |
Step 1: Go to the Orders Module ✅
In your vFulfill account, go to the Orders section from the main menu. This is where all order-related actions begin.
Step 2: Check the Open Orders Tab 📥
In the Open Orders tab, you’ll find all the new orders received from your store. These are yet to be placed to vFulfill for fulfillment.
Each order includes key details to help you make informed decisions:
Customer details: Name, contact number, and email
Shipping address: Helps ensure it’s complete and deliverable
Payment method: Whether the order is Prepaid or Cash on Delivery (COD) or Partial COD
Product information: Items included in the order
Order tags: These tags provide helpful context. For example-
order_verified_by_ivr: The order was auto-confirmed by IVR (if enabled)WGMN_address_confirm: The address has been verified by the system (if enabled)
RTO Risk Indicator: Shows the potential risk of the order being returned undelivered from an address especially useful for CODs
These insights help you quickly identify which orders are safe to place and which may need further review.
Step 3: Review Each Order Carefully 🔍
Before placing the order, take a moment to assess:
Is the shipping address complete and valid?
What does the RTO Risk Indicator say?
Are there any system confirmation tags already applied?
Is this a duplicate or repeat order?
Based on this review, you can decide how to proceed with the order.
Step 4: Take the Right Action 🧭
You'll see a list of available actions next to each order:
Take Action Options | When to Use It |
1.Place Order |
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2. Mark as Verified |
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3. Move to Calling |
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4. Move to On-Hold |
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5. Mark as Do Not Fulfill |
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6. Cancel Order |
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Step 5: Confirm and Place the Order 📦
Once you're confident that all order details are correct either verified by order tags, RTO indicator or manually by your team - click on Take Actions >> Place Order.
A pop-up box will appear showing the fulfillment & shipping charges applicable on this order. Click on Confirm & Place Order.
Step 6: Order Moves to In-Processing 🚚
After the order is placed, it automatically moves from Open Orders to the In-Processing stage.
At this point, our fulfillment team takes over - picking, packing, and preparing the shipment for dispatch.
You can still cancel orders during this stage before the order is packed. To do so, Click on Take Action >> Cancel Order. (Cancellation charges will apply)
Step 7: Order Moves to Ready-to-Ship 📦
Once an order is packed, it will automatically move to the Ready-to-Ship tab under the Shipment section.
📍 To track the order/shipment after it's placed, follow our next article on How to Track Shipments.
❓ Not Able to View Your Open Orders? |
If you're unable to see your orders in the Open Orders tab, don’t worry - it’s usually due to a quick setting or view filter. Here's what to check:
1. Check the Date Filter 📅
At the top of your Open Orders section, you’ll find a Date Range filter. By default, this might only show orders from the last 1 month. If you're not seeing your order, it could simply be outside the current filter range.
👉 Update the filter to include the date on which the order was placed on your store.
2. Check the “Not Linked” Tab 🔗
Within the Open Orders section, there’s a tab called Not Linked. This is where we display orders that aren’t connected to any product from our vFulfill product catalog.
What you need to do:
Go to the Not Linked tab.
Click Link Product for each unlinked order.
Once the product is successfully linked, the order will automatically move back to the Open tab.
From there, you can proceed to place the order as usual.
➜ Quick Tip: Keep Your Order Flow Organized
Using actions like Move to Calling or Mark as Verified helps keep your order's workflow tidy.
It also makes it easier for your team to manage follow-ups and reduces the chances of errors or missed orders.
✅ What’s Next?
We’ve created a couple of helpful follow-up articles to support you further:
👉 Check Common FAQs on Orders – Covers answers to the most frequently asked questions about orders.
👉 How to Track Shipments – Learn how to follow your orders after placement, from processing to delivery, along with tips on managing delivery issues.
We recommend giving these a quick read so you’re fully prepared for a smooth fulfillment experience from start to finish!
If you're ever stuck, our support team is just a message away. 💬