Using the Set as Fulfilled Option on an Order

In a warehouse environment, some orders are processed manually or shipped via a non-integrated carrier. To close these orders in ShipHero, you can use the Set As Fulfilled button. The behavior of this tool varies based on your specific account configuration.

IMPORTANT: Using this action incorrectly can lead to inventory discrepancies, such as overselling, double-deducting stock or stock being removed from incorrect locations.

Table of Contents

• How Set As Fulfilled Works by Account Type
• Understanding Inventory Deduction Logic
• The Challenge of Manual Order Fulfillment with Multiple Warehouses or 3PL Providers

How Set As Fulfilled Works by Account Type

ShipHero adapts the fulfillment process based on whether you are an independent brand, a 3PL provider, or a client (child account) of a 3PL.

Standard Brand and 3PL Parent Accounts

For most users, clicking Set As Fulfilled triggers a verification step to prevent data errors.

• The Prompt: A pop-up will appear asking: "Would you like to remove inventory?"
• Selection - Yes: The order is marked fulfilled and items are subtracted from your warehouse stock.
• Selection - No: The order status changes to fulfilled, but your inventory levels remains unchanged.

3PL Child Accounts (Client-Only)

If you are a brand operating under a 3PL ShipHero account, the process is automated to maintain sync with the provider:

• The Action: There is no inventory prompt.
• The Result: Inventory is NOT removed.
• The Logic: Because the 3PL parent account physically manages the stock, the system prevents child accounts from triggering inventory adjustments that the 3PL has not physically performed.

Summary of Set as Fullfilled Behavior by Account Type

Understanding Inventory Deduction Logic

When you choose to remove inventory, ShipHero follows a specific priority logic to determine which stock is reduced.

Basic Tracking (Static Slotting)

If you do not use specific bins, ShipHero subtracts the quantity from the total On-Hand count for that product.

DEPRECATED FEATURE: Static Slotting was officially deprecated on September 30, 2025. It is no longer supported. Please upgrade your account to Dynamic Slotting immediately. You can find out more about Dynamic Slotting HERE. 

Please contact your CSM or Support@shiphero.com for assistance with the Static to Dynamic slotting transition. 

Bin-Level Tracking (Dynamic Slotting)

For warehouses using bin-level tracking, the system automatically pulls inventory from bins based on the following priority:

1. Pickable Bins: The system first identifies locations marked as "Pickable."
2. Pick Priority: It follows the numerical priority assigned to your bins in ascending order.
3. Quantity Scarcity: It targets bins with the smallest quantities first to clear out nearly empty bins and optimize space.
4. Unassigned Locations: It pulls from unassigned locations only as a last resort.

Before manually fulfilling high volumes of orders, verify your Bin Pick Priority in your warehouse settings. Because the Set As Fulfilled action prefers clearing out small quantities, it is an effective way to manage remnant stock. If you wish to keep specific bins untouched for wholesale or reserve, ensure those bins are marked as Non-Pickable.

The Challenge of Manual Order Fulfillment with Multiple Warehouses or 3PL Providers

In a multi-warehouse environment, using the Set as Fulfilled action can lead to inventory inaccuracies. By default, this action deducts inventory from the Primary Warehouse. If an order is routed to 3PLb but is manually fulfilled while the system views the order under 3PLa, inventory may be deducted from the incorrect location.

Manual fulfillment is not recommended for accounts with multiple 3PLs, as orders may be split between different warehouses, making manual deduction prone to error.

Recommended Workflow: Generic Labels

The most reliable method to fulfill an order without generating a live carrier shipping label is to use Generic Labels. This ensures that ShipHero follows the established Multi-Warehouse Allocation (MWA) rules and deducts inventory from the specific warehouse assigned to the order.

How to Implement Best Practices

1. Ensure your Multi-Warehouse Allocation (MWA) rules are correctly configured to route orders to the appropriate 3PL.
2. When you need to fulfill an order in the system without shipping via a carrier, select the Generic Label option.
3. Confirm that the fulfillment reflects the correct 3PL warehouse to maintain accurate stock levels across your network.