What does fulfillment status mean? The complete guide

Understanding fulfillment status is important for any ecommerce business striving for efficiency and customer satisfaction. 

This blog post will walk you through the crucial stages of order fulfillment, from processing to delivery, demystifying often confused terms. By grasping these stages, you’ll be better equipped to manage orders, streamline operations, and boost sales. 

In addition, we’ll highlight how integrating Gelato’s fulfillment services can provide you with a robust solution tailored to your global needs. Whether you're scaling your business or optimizing your current processes, this guide packs valuable insights and actionable strategies.

• Understanding fulfillment status is vital for efficient ecommerce operations, which include order processing and delivery stages.

• Fulfillment status and order status are different phases that need clear comprehension for effective order tracking.

• Fulfillment stages include unfulfilled, partially fulfilled, fulfilled, on hold, scheduled, picked, packed, and shipped.

• Key order status stages include pending, processing, shipped, in transit, out for delivery, delivered, on hold, canceled, returned, and failed.

• Outsourcing the entire process of order fulfillment to specialized platforms like Gelato can enhance business focus, cost efficiency, flexibility, reach, logistic management, and customer satisfaction.

Fulfillment status is the indicator of where an order is in the fulfillment process. It helps businesses manage and track orders efficiently, providing visibility into stages such as unfulfilled, partially fulfilled, fulfilled, and shipped. This visibility is crucial for managing customer expectations, optimizing supply chain efficiency, and ensuring timely delivery.

Understanding the difference between order status and fulfillment status is crucial for effectively managing your ecommerce operations. Let's break down the distinction: 

• Order status: This indicates where the order is regarding approval, processing, and shipping. It lets you know if an order is pending, processed, or completed.

• Fulfillment status: This specifically tracks the actions related to preparing and shipping the products. It helps understand whether an order is unfulfilled, partially fulfilled, picked, packed, or shipped.

Now, let's break down each stage of the fulfillment status to provide a clear picture of the fulfillment journey in order to manage customer orders and expectations effectively.

Unfulfilled

When an order is marked as unfulfilled, it means that it has been received but not yet processed or dispatched. This status can indicate that the order is awaiting fulfillment, stock, payment confirmation, or simply waiting its turn in the processing queue. 

For ecommerce businesses, managing unfulfilled orders efficiently is crucial to avoid delays and maintain customer satisfaction. Integrating robust fulfillment services like Gelato can help streamline this process and keep your operations running smoothly.

Partially fulfilled

This status indicates that only some items in a customer's order have been shipped while others are still being processed or packed. It's commonly seen in orders with multiple items where inventory shortages or logistical issues cause delays. 

Monitoring partially fulfilled orders is essential to identify and resolve bottlenecks quickly. Keeping customers informed about the status of their remaining items can help maintain trust and manage expectations, ensuring a positive shopping experience.

Fulfilled

At this stage, the customer's order has been completely processed and delivered. All items in the order have reached their destination, and the transaction is finalized. 

This status indicates that your ecommerce operations have successfully fulfilled the customer's expectations and that the purchased products are in the customer's hands. It's a key milestone in the customer journey, ensuring satisfaction and encouraging repeat business.

On hold

The 'on hold' status indicates that an order's processing has been temporarily paused and is awaiting shipment. This can happen for various reasons, such as payment issues, inventory shortages, or verification requirements. 

It’s essential to address these issues promptly to minimize delays and maintain customer satisfaction. Clear communication with your customers about their order status can help reduce or eliminate frustration during this stage.

Scheduled

When an order is marked as "scheduled," it means that the fulfillment process is planned to start on a specific date. This stage ensures that all necessary resources and tasks are aligned to meet the timeline. 

It's particularly useful for pre-orders or restocked items, clarifying when customers can expect their order to be processed. Automated systems often handle scheduling, improving efficiency, and helping ecommerce businesses manage high volumes of orders.

Picked

Once an order has been picked, it means that the items specified in the customer order have been located and selected from inventory. This stage is essential as it ensures that the correct products are ready for packaging. 

Accuracy is crucial here to avoid fulfillment errors. Efficient picking processes often involve advanced technologies like barcode scanners or automated picking systems, which help streamline operations and reduce the chance of mistakes.

Packed

The next crucial step is packing once an order is picked from the inventory. This involves securely placing items in appropriate packaging to protect them during transit. Proper packing is vital to minimize damage and optimize shipping costs. 

A well-packed order improves customer satisfaction by ensuring that products arrive in perfect condition. Utilizing suitable materials, like custom-fit boxes, also contributes to sustainability by reducing waste. 

Shipped

Once the order has been picked, packed, and labeled, it will leave the fulfillment center. At this point, the order status changes to "shipped." This means the package is on its way to the customer's address. 

Customers typically receive a notification with tracking information, allowing them to monitor the progress of their delivery. Keeping your customers informed during this stage builds trust and helps manage their expectations.

Now that we know the different stages in order fulfillment, let's move on to understanding the different order status stages your ecommerce operation might experience.

Pending

When an order is marked as pending fulfillment, it means that the transaction has been initiated but not yet fully processed. This stage often involves awaiting payment verification or additional order confirmations. 

Being diligent during the pending stage is crucial for preventing errors down the line. Ecommerce platforms should monitor their systems closely to ensure that pending orders transition smoothly to the next stage, minimizing potential delays. 

Processing

Your order is officially being processed. This phase involves verifying payment, checking inventory, and picking the items to be packed. Efficiency at this stage is crucial as it sets the groundwork for timely delivery. 

For international ecommerce companies, each step must be closely monitored to prevent errors that could lead to delays and customer dissatisfaction. Automation tools can greatly enhance accuracy and speed during this stage.

Shipped

When your order's status is marked as "shipped," it signifies that the product has left the fulfillment center and is on its way to the customer. 

This is a crucial stage where timely and accurate tracking information should be provided to inform customers about their delivery. Ensuring the shipment process is efficient can significantly impact customer satisfaction. 

In transit

When your order is marked as "in transit," it signifies that the package has left the warehouse and is on its way to the delivery address. 

During this phase, real-time tracking is usually available, allowing customers to monitor the progress of their shipment. This status is crucial for managing customer expectations and providing a transparent view of the delivery timeline for building trust and loyalty. 

Out for delivery

When your order status is marked as "out for delivery," it indicates that the package is currently on its way to the customer. This stage typically involves the final leg of the shipping process, where the parcel is in the hands of a local courier or delivery service. 

Customers usually expect to receive their orders within a few days. Timely updates during this stage are crucial, as they help manage customer expectations.

Delivered

When an order's status is marked as delivered, it signifies that the package has successfully reached the customer. This stage concludes the delivery process and typically prompts an automatic notification sent to the customer. 

Maintaining transparency with customers by confirming delivery and encouraging feedback is essential. Integrating tools like Gelato can enhance this final step by providing real-time tracking and updates.

On hold

When an order is "on hold," it indicates a temporary pause in the fulfillment process. This status commonly arises due to issues like payment verification, inventory checks, or required additional customer information. 

'On Hold' is a critical stage for ecommerce businesses to manage promptly to avoid prolonged delays. Effective communication with customers during this phase can help maintain trust and satisfaction. 

Canceled

Cancellation occurs when an order is aborted before reaching the customer. This can happen for various reasons, such as payment issues, customer requests, stock unavailability, or logistical problems. Having a friendly customer services team to communicate clearly with the customer about their refund options and any potential timelines for their reimbursement can help mitigate dissatisfaction.

Returned

Orders labeled "returned" indicate that the customer has returned the item to your warehouse or fulfillment center. This could be due to various reasons, such as defects, incorrect items, or simply customer dissatisfaction. 

Handling returns promptly is essential for maintaining customer trust and satisfaction. Typically, the returned item will go through a quality check process. Once verified, a refund or replacement is initiated.

Failed

A failed status occurs when the fulfillment process cannot be completed due to errors or unforeseen issues. This could be because of invalid shipping addresses, payment problems, or stock unavailability. 

Detecting a failed status promptly allows you to take corrective actions swiftly. It is essential to inform the customer and offer solutions, such as a refund or alternative product, to maintain trust and satisfaction.

Outsourcing your order fulfillment could be the key to taking your ecommerce business to the next level. Let's explore why you should let the experts handle this critical aspect of your operations.

Focus on core business

Outsourcing your order fulfillment allows you to channel your efforts into what truly matters: growing your business. 

By handing over operations to third-party logistics experts, you can concentrate on product development, marketing strategies, and customer engagement. This focus can lead to innovation and improved customer experiences, driving overall business success.

Cost efficiency

Outsourcing your order fulfillment process to a fulfillment partner can significantly reduce costs. Third-party providers often offer bulk discounts, saving companies on warehousing, staffing, and shipping expenses. Working with an expert in fulfillment minimizes errors and returns, which can be resource-intensive and costly. 

Additionally, streamlined operations mean that your resources can be reallocated to growth-driving activities rather than logistics, making your business more cost-effective overall.

Enhanced flexibility

Outsourcing your order fulfillment allows your business to adapt swiftly to market changes and seasonal demands. With access to a network of fulfillment centers, you can easily scale operations up or down without the burden of managing additional resources. 

Flexible fulfillment services ensure that you can offer various shipping options and expedite deliveries to meet customer expectations.

Broader reach

Outsourcing your order fulfillment allows you to tap into a global network, significantly amplifying your reach. Professional fulfillment services already have the infrastructure and carrier partnerships to handle international orders promptly and efficiently. 

This means you’re catering to local customers and extending your services to a worldwide audience. With a broader reach, your business can scale faster and identify new market opportunities. 

Professional logistics management

Entrusting your logistics management to professionals ensures that every aspect of the fulfillment process is handled with expertise and precision. 

From timely pickups to strategic warehousing, professional logistics managers use advanced systems to track and optimize each step. This not only minimizes errors and delays but also enhances overall efficiency.

Access to advanced technology

Integrating advanced technology in your order fulfillment process provides real-time tracking, automated workflows, and data analytics. This enhances overall efficiency and accuracy, reducing errors and improving customer satisfaction. 

Advanced tools like inventory management software can optimize stock levels and prevent overselling. Partner with a tech-savvy fulfillment provider like Gelato to easily harness these benefits.

Improved customer satisfaction

When you outsource your order fulfillment, you can ensure quicker, more accurate deliveries, which translates to happier customers. Moreover, expert third-party providers offer streamlined processes and proactive communication, minimizing errors and delays. 

By leveraging professional fulfillment services, you’re not just meeting customer expectations but exceeding them, contributing significantly to overall customer satisfaction.

Risk management

Handling order fulfillment comes with inherent risks, from inventory mishaps to delivery errors. Outsourcing to Gelato mitigates risks by using expert systems to handle issues and fulfill orders smoothly while safeguarding your business reputation. 

With proactive management and regular audits, you maintain high standards, minimizing setbacks and ensuring customer trust and satisfaction.

Understanding fulfillment status helps you manage orders more efficiently and meet customer expectations. But how do you streamline the fulfillment process? 

Enter Gelato’s print on demand solutions. 

With a global network of print providers spanning over 30 countries, the platform ensures your orders are not only delivered on time but in excellent condition. Moreover, localized production means all orders are shipped from localized hubs, which minimizes shipping distances and reduces your carbon footprint. 

Gelato offers a diverse product range, including t-shirts, mugs, wall art, phone cases, tote bags, and photo books, that caters to diverse customer preferences. 

Stop waiting – start growing! Sign up for Gelato today and choose a subscription plan that perfectly fits your needs. Experience the freedom of effortless order management and unlock the power to scale your business seamlessly.