How to Manage Fulfillment and Process Orders

This guide walks you through the unified Orders page - where you process member orders, manage cycles and releases, handle shipping and pickup, and run bulk operations. Every order across your clubs, releases, and the store lives in one filterable table. Every button label, sidebar element, and step is documented exactly as it appears on screen.

Note: Access-only clubs (subscription clubs with physical goods turned off) do not have fulfillment. These clubs provide rewards and discounts without shipping anything, so their members do not produce orders in this table.

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Orders Page Layout

When you click Orders in the left sidebar navigation, the page opens the unified orders table. From top to bottom:

1. Needs-action Panel

An amber panel appears at the top when a subscription club has past or current fulfillment periods with no cycle opened yet (only the club setting keeps cycles manual). It lists each openable period and lets you:

• Open the cycle (creates the cycle without generating orders yet), or
• Open + create orders (opens the cycle and generates orders for eligible members in one step), or
• Catch up N past [cycles] to open every past unopened period for that club at once.

Newly created orders then appear as rows in the table below. Dashboard alerts (unopened past cycles, overdue cycles) deep-link straight into this panel by pre-filtering to the club.

2. Filter Bar

A search box plus filter dropdowns. Filters live in the URL, so a filtered view is shareable and bookmarkable:

• Club, Tier, Type (Subscription, Release, Store, Enrollment, Imported), Status, Fulfillment method, Payment, Selection (customized vs default).
• Waiting (on a release's own orders page only) - how long an order has waited since it was marked ready, or since it was charged if never marked ready: Ready any time, Waiting 2+ weeks, 4+ weeks, 6+ weeks or 8+ weeks, counted in calendar days in your business's time zone. Use it to find unclaimed pickups (see Shipping Unclaimed Pickups).
• Views menu - save the current filter combination as a named view, or apply a saved/seeded view (Payments, Pickup) in one click.
• Refresh button to reload.

3. Stats Bar

A horizontal row of clickable pill-shaped filter buttons. Click any pill to narrow the table to that lens; the active pill is highlighted:

Pill	Description
All	Every order matching the current filters
Pending	Orders waiting to be prepared
Ready	Orders in a Ready state (pickup or shipping)
Fulfilled	Completed orders
Pickup	Orders designated for member pickup
Shipping	Orders designated for shipment

4. Orders Table

The main area is one table of orders across every club, release, and the store. Columns are sortable: Member, Club, Tier, Period, Type, Status, Method, Total, Date.

• Checkboxes on the left of each row select orders for bulk operations. Selecting more than one order keeps only a compatible subset (same type, status, delivery method, items) so a bulk action always applies cleanly.
• A Select all N matching orders banner appears when you select a full page, to extend the selection across every filtered order.
• Pagination controls at the bottom.
• Click any row to open the order's fulfillment sidebar.

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Bulk Actions

When you select one or more orders, the relevant sidebar opens:

• One order selected - the member fulfillment sidebar (below) for that order.
• Multiple compatible orders selected - the bulk fulfillment sidebar, which processes them together (set available items, mark ready, complete pickups, or generate shipping labels).

Bulk actions are routed to the correct underlying operation automatically based on the selected orders' type (subscription cycle, release, or store).

On a release's orders page, when every selected order is a paid pickup (Charged or Ready for pickup) and the release is Charged, Fulfilling or Completed, a bar above the sidebar offers Switch to shipping (N) ("Unclaimed pickups? Ship them to the members instead."). It needs the Process Orders permission. See Shipping Unclaimed Pickups.

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Member Fulfillment Sidebar

Opens when you click a member row in the table. The sidebar slides in from the right side of the screen.

Header

• Member name (title, bold)
• Member email (subtitle, collapsible - click to expand or collapse)
• Status badge - the order status (e.g., "Confirmed", "Ready for Pickup", "Fulfilled")
• Detail line - tier name, fulfillment method (Pickup or Shipping), shipping speed if applicable
• Close button (X) in the top-right corner

Issue Banner

If the member has issues preventing fulfillment, an amber warning banner appears directly below the header:

• Warning icon + "Issues preventing fulfillment"
• Bulleted list of specific issues (e.g., "Missing payment method", "Invalid shipping address")
• When issues are present, the primary action button in the footer is disabled - you must resolve the issues before proceeding.

Change Fulfillment Button

When the order has somewhere else it could go (the program offers the other method, there is another pickup location, or the member has another saved address), a Change Fulfillment button appears in the sidebar's top action row. This includes an order on a method the program has since turned off: it can move to the method the program kept. Clicking it opens the change in the sidebar:

1. Pick the method, Local Pickup or Shipping (the current one is marked Current), and the pickup location or ship-to address. When the program no longer offers the order's current method, the change opens on the method it kept. A method the program doesn't offer is refused ("This program does not offer pickup" or "This program does not offer shipping").
2. Switching to shipping, the member's usual address is preselected: the membership's shipping address, otherwise their default address, otherwise their only saved address. Pick another of their saved addresses or add a new one. A saved address must belong to this member and be in a state you ship to; otherwise the change is refused ("That shipping address does not belong to this member." or "Cannot ship to {state}").
3. Apply this change to all future orders updates the member's preference for future orders too.
4. On a paid order, the charge summary shows what moves now. Next to the item Waive checkbox there is one shipping option that covers both directions:
   • Switching to shipping: Waive shipping (don't charge $X). The member isn't charged shipping now, and it isn't charged later when the label is created.
   • Switching to pickup: Don't refund shipping (keep $X) keeps the shipping already charged.
   • On a store order charged a live carrier quote, the new address or location is re-quoted and the summary shows the difference ("Shipping re-quoted at the new {service} rate."), or "We couldn't get a new shipping quote, so the customer's original shipping price was kept." A pickup store order switching to shipping gets a fresh quote when the address can be quoted.
5. Click Confirm Change (or Next when items have to be picked at the new location first).

If the shipping charged for a switch to shipping is declined, or the member has no card, the switch still happens: the order stays paid and fulfillable, and the shipping goes on a past-due balance (see Past-due balance on a paid order).

To switch many release pickups to shipping at once, see Shipping Unclaimed Pickups.

Changing a Shipping Address

Edit beside Shipping Address in the sidebar opens the Change shipping address sidebar (pick a saved address or enter a new one; it's validated before saving). On a paid order, a move to another state shows the tax difference. On a store order charged a live carrier quote, any new address is re-quoted, same state or not, and the summary shows the shipping charge or refund with "Shipping re-quoted at the new {service} rate." (or "We couldn't get a new shipping quote, so the customer's original shipping price was kept."). Tick Waive shipping (don't charge $X) to forgive an increase; the order then isn't charged shipping again.

Changing Delivery or Shipping Speed

• Change delivery opens a sidebar ("Switch how this member receives their orders") to move the member between pickup and shipping, choose a pickup location, or change just this order, then Confirm Change.
• Change shipping speed opens a sidebar listing the tier's speeds, with what the change applies to; click Update speed.

Past-Due Balance on a Paid Order

On a paid release order that still owes money (a declined item top-up, or declined shipping from a switch to shipping), the sidebar shows a Past due card with Retry, Mark Paid and Waive. Retry collects only what is owed, never the order again. Waive forgives the balance and keeps the order paid and ready to hand over. The order can be fulfilled while the balance is open. See Failed Payments and Retries.

Tabs

Two tabs below the header area:

• Items - the default tab, showing template selector, item list, and fulfillment actions
• Timeline - shows the chronological event history

Item List

Items are listed as compact rows, one per item, each with a checkbox, the item name and price, and one status line under the name, for example "12 in stock", "Unlimited", "Reserved 2", "Short by 3", "Not configured for shipping" or Out of stock. While picking, click anywhere on a row to tick it. A ticked item gets an inline + / − quantity stepper (you can also type the number); in bulk it is the quantity per member.

• Search: when you're picking items (setting up an order or choosing which items a member can pick from) and there are more than 5 items, a Search items... box sits above the list. It matches item names, including the name of a replacement item.
• Sold-out items: an item that is out of stock (or not set up for shipping on a shipping order) can't be added. One already on the order can still be unchecked, so you can take a sold-out item off it.

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Items Tab - Content by Order Status

The Items tab content, footer button, and available actions change based on the order status. Here is exactly what you see for each status:

Customer Choice - Setup Mode (status: CREATE, inventory control: CUSTOMER_CHOICE)

What you see:

• Template selector dropdown at the top - labeled "Template", lets you pick from available templates for this tier and location. Changing the template updates the item list below.
• Item list - checkboxes next to each item, with + / − quantity buttons. Check the items you want to make available for the member to choose from.

Footer:

• Email toggle icon on the left (see The Email Toggle Icon below)
• Send Selection Email button on the right (with a mail icon). This emails the member a link to make their selections.
  • If you click the email toggle to disable it, the button text changes to Set Available Items (with a checkmark icon instead of a mail icon). This sets the items without sending an email.

Confirmation dialog:

• If email is enabled: title Send Selection Email?, description explains that an email will be sent to the member.
• If email is disabled: title Set Available Items?, description explains that items will be set but no email will be sent.
• Buttons: Cancel and Confirm.

Exact Set - Setup Mode (status: CREATE, inventory control: EXACT_SET)

What you see:

• Template selector dropdown at the top (same as above)
• Item list - the pre-configured items from the template, with quantities

Footer:

• Email toggle icon on the left
• Mark Ready button on the right (with a package icon)

Confirmation dialog: title Mark Ready?, description "This will mark the order as ready for pickup/shipping. This action cannot be easily undone." Buttons: Cancel and Confirm.

Pending Choice (member hasn't submitted selections yet)

What you see:

• The member's current pre-selected items (if any were pre-selected by the template)
• An edit mode is available - click the pencil icon to modify the selections

Footer (default view):

• If this is a release and the release is Open: a Skip Release button (outline, red text) appears on the left
• Confirm button on the right (with a checkmark icon) - confirms the current selections on behalf of the member

Footer (edit mode - after clicking pencil):

• Email toggle icon on the left
• Send Updated Selection button on the right - re-sends the selection email with updated items

Confirmation dialog: title Confirm Selection?, description "This will confirm the current pre-selected items on behalf of the customer. The customer will not receive an email." Buttons: Cancel and Confirm.

Confirmed (selections finalized, not yet marked ready)

What you see:

• The confirmed items list (read-only)
• For release orders, an action row with three buttons:
  • Skip - opens the Skip from release? sidebar with an optional skip reason and note, then Skip from release
  • Reopen - reopen the member's selection window
  • Charge Now - immediately charge the member's payment method

Footer:

• Email toggle icon on the left
• Mark Ready for Pickup button (if the member is a pickup member, with a package icon)
• Mark Ready to Ship button (if the member is a shipping member, with a package icon)

Confirmation dialog: title Mark Ready?, description "This will mark the order(s) as ready for pickup/shipping. This action cannot be easily undone." Buttons: Cancel and Confirm.

Ready for Pickup

What you see:

• The items in the order with checkboxes - each item can be checked or unchecked to indicate which items the member is picking up
• If all items are checked, the order will be completed in full
• If only some items are checked, a partial pickup will be recorded

Footer:

• Complete Pickup button (if all items are checked - completes the entire order)
• Pickup Selected Items button (if only some items are checked - records a partial pickup)

Confirmation dialogs:

• Full pickup: title Complete Pickup?, description "This will mark the pickup as complete. Make sure all items have been collected. This action cannot be undone." Buttons: Cancel and Confirm.
• Partial pickup: title Record Partial Pickup?, description "This will record the selected items as picked up. The remaining items will still be available for a future visit." Buttons: Cancel and Confirm.

Ready for Shipping

What you see:

• The items in the order
• If a shipping integration is configured (Shippo, VinoShipper, etc.): the footer contains the shipping workflow
• If no shipping integration: the Configure Shipping First button appears (disabled state) until you configure shipping

Footer:

• If shipping is configured: Mark Shipped button (with a truck icon)
• If shipping is NOT configured: Configure Shipping First button (disabled, greyed out) - you must first open the Manual Shipping sidebar or connect a shipping integration

Confirmation dialog: title Mark as Shipped?, description "This will mark the order as shipped. Ensure the package has been dispatched. This action cannot be undone." Buttons: Cancel and Confirm.

Fulfilled (shipped or picked up)

What you see:

• The completed items list (read-only)
• If shipped: a View Shipping Label link at the top of the sidebar showing carrier, tracking number, and cost

Footer: No action buttons are shown. The footer is hidden for fulfilled orders.

Cancelled

What you see:

• The cancelled order with the cancellation reason displayed

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The Email Toggle Icon

The email toggle icon appears in the bottom-left corner of the sidebar footer, next to the primary action button. It controls whether the member receives an email notification when you process the action.

How it looks:

• Enabled (solid mail envelope icon, filled button): The member WILL receive an email notification when the action is processed. Tooltip on hover: "Email will be sent to member"
• Disabled (mail envelope with an X through it, outline button): The member will NOT receive an email notification. Tooltip on hover: "No email will be sent"

How to toggle it: Click the icon to switch between enabled and disabled. The icon changes from a solid envelope (Mail) to a crossed-out envelope (MailX).

Where it appears: The email toggle is shown for these modes:

• Customer Choice Setup (Send Selection Email / Set Available Items)
• Exact Set Setup (Mark Ready)
• Mark Ready for Pickup
• Mark Ready to Ship
• Pending Choice edit mode (Send Updated Selection)

Where it does NOT appear:

• Pickup Processing (Complete Pickup)
• Shipping Processing (Mark Shipped)
• Fulfilled status
• Confirm Selection (non-edit Pending Choice mode)

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Processing Individual Orders

For Exact Set Programs (You Curate the Items)

1. Click a member row in the table to open the sidebar.
2. In the Items tab, you see a Template dropdown at the top - select the template you want to use for this member.
3. The item list below updates to show the items from the selected template, with quantities.
4. Adjust quantities using the + / − buttons if needed.
5. Optionally click the email toggle icon in the footer to control whether the member gets notified.
6. Click Mark Ready in the footer.
7. A confirmation dialog appears with the title Mark Ready? - click Confirm to proceed.
8. The order transitions to Ready for Pickup or Ready for Shipping.

For Customer Choice Programs (Members Select Their Items)

1. Click a member row in the table to open the sidebar.
2. In the Items tab, select a Template from the dropdown at the top.
3. Check the items you want to make available for this member to choose from.
4. In the footer, the email toggle icon should be enabled (solid envelope) if you want to send the member an email.
5. Click Send Selection Email in the footer.
6. A confirmation dialog appears with the title Send Selection Email? - click Confirm.
7. The member receives an email with a link to browse and pick their items. The email shows the selection deadline with its time and your time zone, for example "Oct 15, 11:59 PM PT".
8. Once the member submits their selection, the order status updates to Confirmed automatically.

After Items Are Confirmed - Pickup Orders

1. Click the member's row to open the sidebar.
2. Review the confirmed items in the Items tab.
3. Click the email toggle icon if you want to control notifications.
4. Click Mark Ready for Pickup in the footer.
5. A confirmation dialog appears: Mark Ready? - click Confirm.
6. When the member arrives, click the member's row again.
7. Check the items the member is collecting. If all items are checked, click Complete Pickup. If only some items, click Pickup Selected Items.
8. A confirmation dialog appears: Complete Pickup? or Record Partial Pickup? - click Confirm.

After Items Are Confirmed - Shipping Orders

1. Click the member's row to open the sidebar.
2. Review the confirmed items in the Items tab.
3. Click Mark Ready to Ship in the footer.
4. A confirmation dialog appears: Mark Ready? - click Confirm.
5. The order transitions to Ready for Shipping. For a store order charged a live carrier quote, a line above the shipping methods reads "Customer paid $X at checkout · {service} · quoted {date}". Choose your shipping method:
   • Shippo - opens the Shipping Options sidebar: pick a package and click Find rates to see live carrier rates with pricing and estimated delivery. The list starts on the rate the label would pick on its own (for a standard-speed order, the location's default carrier service when offered, otherwise the cheapest ground rate), and the location's default service is marked Default. Pick a rate and click Create label to generate it.
   • For a store order charged a live quote, Shipping Options opens with "Customer paid $X for shipping at checkout" and "Quoted {service} at $Y. That rate is preselected below while the carrier still offers it." That rate is marked Quoted at checkout. Choosing a pricier rate shows "This rate costs $Z more than the checkout quote. The customer isn't charged again, so your business covers the difference."
   • VinoShipper - compliance-handled alcohol shipping, through the same Shipping Options rate list.
   • Manual - click to open the Manual Shipping sidebar (see below).
6. After configuring shipping, click Mark Shipped in the footer.
7. A confirmation dialog appears: Mark as Shipped? - click Confirm.

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Manual Shipping Sidebar

When you choose to manually enter shipping information, a sidebar titled Manually Mark Shipped (with a package icon) opens, with the member's name in its header:

Field	Required	Description
Carrier Service *	Yes	Dropdown labeled "Select carrier service" - choose from UPS, FedEx, USPS, etc.
Tracking Number *	Yes	Text input with placeholder "Enter tracking number"
Shipping Cost *	Yes	Amount in your business's currency, placeholder "0.00"
Notes (Optional)	No	Text area with placeholder "Any additional shipping notes..."

Footer buttons:

• Cancel - closes the sidebar without saving
• Mark as Shipped (right, wine-colored, with package icon) - saves the shipping info and marks the order as shipped. While processing, shows a spinner and text Marking as Shipped...

In callback mode (when configuring shipping before marking shipped), the right button shows Save Shipping Info instead, and while processing shows Saving...

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Sidebar Extras

While the processing sidebar is open:

• Discount selector - if the member's tier includes rewards or discounts, a dropdown appears above the footer (below the item list) to apply a discount to this order. Options include each available reward by name, plus "No discount" to explicitly remove one.
• Notes input - a text area appears above the footer for setup and ready modes. Placeholder text varies: "Add any pickup instructions..." for pickup, "Add shipping notes..." for shipping, or "Add notes for the member..." for setup modes.
• Cross-location info banner - if the order was created at a different location, a blue info banner appears: "This member is normally served by [Location Name]. You can still process this order from your location."
• Cross-location take over - if the order is locked to another location, the footer shows a Process from this Location amber-colored button instead of the normal action button. Clicking it opens a Take Over This Order? confirmation dialog listing what will happen (e.g., "Cancel the original selection from [location]", "Allow you to select items from your inventory").
• Reconciliation summary - when changes during fulfillment affect the price (e.g., substituting a different item), a colored banner appears above the footer:
  • Orange banner for additional charges: Additional Charge: $X.XX with original → new price breakdown
  • Green banner for credits: Credit to Customer: $X.XX
  • A Waive checkbox on the right side to absorb the difference
  • If waived, italic text: "Additional item charge/refund will be waived"
• Deferred billing banner - for partial pickups, a grey banner: "Billing adjustment deferred - Price adjustments will be applied when the full order is picked up."
• Configured shipping display - after shipping is configured, shows method, carrier service, tracking number, and cost breakdown

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Bulk Fulfillment Sidebar

Opens when you select multiple members in Cycle view and click Process Selected. The sidebar slides in from the right.

Header

• Icon: Users icon
• Title: Processing N members (where N is the count of selected members)
• Detail line: club name · tier name · "Member Choice" or "Curated" (based on inventory control mode)
• Close button (X) in the top-right corner

Bulk Setup (Assigning Templates and Marking Ready)

For members in setup states (CREATE):

1. A Template selector dropdown appears: Select a template - pick from available templates for the tier at this location.
2. Below the template selector, a badge shows the item count: N per member and N selected per member · N total.
3. The item list shows items from the selected template with quantities.
4. For Customer Choice clubs: the footer button is Send Selection Email (or Set Available Items if the email toggle is disabled).
5. For Exact Set clubs: the footer button is Mark Ready.

The email toggle icon works the same as in individual mode - click the envelope icon in the bottom-left of the footer to toggle notifications on or off.

Bulk Pickup Processing

When all selected members are pickup members in a Ready state:

1. The sidebar shows the items to be picked up.
2. Under Item price differences, choose how each member's item price difference is settled (see Item Price Differences in Bulk).
3. Click Complete All Pickups in the footer.
4. A confirmation dialog appears: Complete Pickup? - click Confirm.
5. A progress display shows as pickups are processed in batches.
6. When complete: success/failure counts are shown.
7. Click Done to close.

Item Price Differences in Bulk

Completing a pickup or marking an order shipped settles each member's item price difference: a charge if their items cost more than they paid, a refund if less. Bulk Complete All Pickups and Mark All Shipped ask how to settle them for the whole batch, under Item price differences:

• Use each program's setting (the default) - "Waives the difference for members whose program has "Waive item price adjustments by default" on, and charges the rest." A batch with members of several programs follows each member's own program.
• Waive for everyone - "Forgive every member's item price difference in this batch."
• Charge everyone - "Collect every member's item price difference, even in programs that waive by default."

This covers item charges and refunds only, never shipping. Waive item price adjustments by default is set in the program setup, on the "Pickup, shipping, or both?" screen.

Bulk Shipping Processing - Wizard Steps

For bulk shipping orders, the sidebar follows a multi-step wizard:

Step 1: Configure Shipping

• Provider routing table - shows which carrier/service is configured for each state/region
• Package selector - choose package dimensions from saved presets or enter custom dimensions (length × width × height, weight)
• Checkbox: Preview shipping costs - when checked, the system fetches rates before generating labels so you can review costs
• Footer button: Generate N Labels (goes directly to label generation) or Preview Rates for N (if the preview checkbox is checked)

Step 2: Fetching Rates

• A progress bar showing N of N members processed
• System queries carrier APIs for shipping rates for each member
• This step is shown only if you checked Preview shipping costs in Step 1

Step 3: Cost Preview

• A scrollable list of per-member rows. Each row shows:
  • Member name with a shipping speed badge (e.g., "Priority", "Ground")
  • Carrier - Service name below the name, with a Default badge when it's the ship-from location's default carrier service (see Default Carrier Service per Location)
  • Cost badge on the right side:
    • Green badge: Included - shipping cost is included in the member's membership
    • Dollar amount (e.g., $12.50) - cost to be charged to the member
    • Red background: FAILED - rate fetch failed for this member, with error message
• Below the per-member list, a rollup summary section:
  • Total shipping cost - sum of all rates
  • Customer charges - total charged to members
  • Business coverage - total covered by your business
  • Shipping included in membership - count of members with included shipping
• Footer buttons: Back (left, to return to Step 1) and Generate N Labels (right, to proceed)

Step 4: Generating Labels

• A progress bar showing label generation progress
• System generates shipping labels for each member in batches

Step 5: Label Generation Complete

• Hero heading: Labels Generated Successfully (if all succeeded) or Label Generation Complete (if mixed results)
• Counts displayed prominently: N succeeded, N pending (if any labels are still generating in the background), N failed

Action buttons (stacked vertically):

Button	When Shown	What It Does
Retry N Failed	Only when there are retryable failures	Re-attempts label generation for failed members
Mark All Shipped	When there are successful labels	Marks all successfully labeled orders as shipped, settling item price differences as chosen under Item price differences above the button (see Item Price Differences in Bulk)
Print All Labels (N)	When there are successful labels	Generates a combined PDF of all shipping labels. While generating, the button shows Generating PDF... with a spinner
Done	Always	Closes the sidebar

If there are pending labels (labels still being generated by the carrier), a yellow panel shows:

• N Labels Pending heading
• "Orders created but labels still generating. They will appear in VinoShipper shortly."
• A Fetch All button to check the status of pending labels

If there are failed labels, a red panel lists each failed member with the member name, error category badge (VALIDATION, COMPLIANCE, etc.), and error message.

Step 6: Marking as Shipped

• A progress bar showing orders being marked as shipped in batches

Step 7: Shipments Complete

• Final success/failure summary
• Click Done to close

Bulk Confirmation Dialogs

Every bulk action shows a confirmation dialog before executing:

Dialog Title	Shown Before
Send Selection Email?	Sending selection emails to multiple members
Set Available Items?	Setting items without email (email toggle disabled)
Mark Ready?	Marking multiple orders as ready
Complete Pickup?	Completing pickup for multiple members
Mark as Shipped?	Marking multiple orders as shipped

Each dialog has two buttons: Cancel (left) and Confirm (right, wine-colored).

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Timeline Tab

Shows the order's timeline - a vertical chronological list of events with icons, titles, descriptions, and times in your business's time zone. It works the same for subscription, release and store orders.

The order's own steps:

Event	When it shows
Order Created (Order Placed for store orders)	"[name] was assigned to this cycle", "[name] was included in this release" or "[name] placed a store order"
Customer Notified	Subscription member choice orders: the member was emailed to make their selection
Selection Confirmed	Subscription member choice orders: "[name] completed their selection"
Payment Charged	Release orders: "Charged $X.XX during release run"
Ready for Pickup / Ready for Shipping	"Order prepared and ready for pickup/shipping", with the staff member who marked it
Pickup Completed / Shipment Completed	"[name] picked up their order" or "The shipment was shipped to [name]", with the staff member who recorded it

One entry per recorded order event, each with its amount when money moved and the staff member who recorded it:

Event	What happened
Overage Charged	A member choice upgrade above the tier's base was charged
Additional Charge / Charge Failed	An extra charge at pickup or shipping, or one that failed
Refund Issued	A refund, including ones issued from the Transactions page or your Stripe dashboard
Refund Failed	A refund that didn't go through
Credit Issued	A credit to the member
Charge Waived	Staff waived a price difference
Shipping Charge Waived	Staff waived the order's shipping charge
Tax Adjusted / Shipping Adjusted	Tax recalculated, or shipping re-quoted or changed
Fulfillment Changed	For example "Switched from pickup to shipping"
Order Moved	"Moved from [location] to [location]", listing any items the new location doesn't stock
Partial Pickup	A partial pickup visit (a pickup also gets its own entry if the order was reopened afterwards)
Order Corrected	MemberZone corrected the order's data

Future expected events appear greyed out with a clock icon and "Waiting for..." description.

Only staff of your business with the Process Orders permission (and MemberZone support) can read an order's timeline.

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Reconciliation Summary

When changes during fulfillment affect the price (e.g., substituting a different item, adjusting quantities), a reconciliation summary appears in the sidebar footer area:

• Orange banner for additional charges: shows Additional Charge: $X.XX with an "Original: $X.XX → New: $X.XX" breakdown
• Green banner for credits: shows Credit to Customer: $X.XX
• If both item charges and shipping charges apply, a line-item breakdown shows:
  • Items - $X.XX
  • Shipping - $X.XX
• A Waive checkbox on the right side - check it to absorb the item charge/refund difference (shipping charge still applies if present)
• When waived, italic text appears: "Additional item charge will be waived" or "Additional item refund will be waived (shipping charge still applies)"
• On a paid store order charged a live carrier quote, saving an item edit re-quotes the shipping for the new items, so the summary can show a shipping charge or refund even when the item total doesn't move, with the note "Shipping re-quoted at the new {service} rate." (or why the old price was kept). A separate Waive shipping (don't charge $X) or Don't refund shipping (keep $X) checkbox controls the shipping part.

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Reports and Exports

From the actions dropdown at the top of the fulfillment page:

Report	What It Contains
Packing List	Every order and its items, organized for your packing team
Shipping Manifest	All shipping orders with addresses and carrier details
Pickup List	All pickup orders grouped by location
Fulfillment Status Report	Complete export of every order's status, charges, and fulfillment details

Click the report you want and a CSV file downloads to your computer. Report files are named with your business's date.

Packing lists (Print All Packing Lists in the bulk fulfillment sidebar, or printed from a single member's fulfillment sidebar) and the pick sheet (Print pick sheet in a release's Inventory Needs sidebar) are dated on your business's day, in your business's time zone, wherever they are printed. See Time Zones.