Making Changes to Wholesale Orders

When a Wholesale order is modified, from the details page in app.shiphero.com, Shopify, or the API, the system reacts differently depending on the type of change and the order’s current status. This article covers how the different changes impact the wholesale order status and inventory associated with the order you are making changes to, including:

• Quantity Increases or Product Additions
• Quantity Reductions or Product Removals
• Canceling a Wholesale Order
• Resetting a Wholesale Order

Modification Limitations:

1. Changes to a Wholesale order (such as quantity adjustments or product additions/removals) are only accepted up to the “Packed” status.
2. Once the wholesale order has shipping labels associated, the system will no longer allow modifications.
3. If changes are required after labels have been generated, all existing labels must first be voided or deleted before new modifications can be made.

Quantity Increases or Product Additions

Below is the expected behavior if the requested quantities are increased or new products are added based on the wholesale status/stage the order is currently in.

• If the order is in “Default” or “Ready to Pick” status, the order will return to Default. All items must be re-allocated, including the newly added or increased quantities. 
• If the order is beyond the "Ready to Pick" stage (e.g., Picking, Picked, or Packed) The order will be moved to Hospital status. You will need to allocate and pick the newly added quantities before the order can proceed. 

IMPORTANT: If there is not enough inventory for the increased quantity or the newly added product, the wholesale order's Ready to Ship Status will update to No and the order will no longer show in the wholesale dashboard until the remaininng inventory is allocated to the order.

Quantity Reductions or Product Removals

Below is the expected behavior if the requested quantities are are reduced or products are removed based on the wholesale status/stage the order is currently in.

• If the order is in “Default” or “Ready to Pick” status: The order will return to Default and all items will need to be re-allocated.
• If the items were already picked and moved to Staging: The order will be placed in Hospital status. The user must edit the units to pick from the Staging location using the Picking Plan screen.
  • After the order is completed or Fulfilled, any excess inventory in the Staging location (as a result of the reduction) must be manually moved back to another location to clear out the staging location completely.
  • Here is an example of the message you will receive which is also recorded in the wholesale order's timeline.

Example: If an order originally required 100 units and 100 were already picked across 2 lots, and the requested quantity is reduced to 80 units, the user will be prompted to select from Staging which 80 units to keep (and how many from each lot). A new picking process must be completed from the Staging location to finalize the adjustment. Once completed the remaining inventory will need to be manually transferred to another location to clear out the staging location completely.

Canceling a Wholesale Order

When a Wholesale order is canceled, any items that were already picked and moved to a staging location will remain in that staging location.

• The system will not automatically return these items to their original storage locations.
• The user must manually put away the items from the staging location back to their respective storage locations.

Example: If an order was partially picked (e.g., 50 out of 100 units) and then canceled, those 50 units will remain in Staging and must be manually moved back using the Mobile “Putaway” workflow.

Resetting a Wholesale Order

When a Wholesale order is reset, the system allows users to restart the fulfillment process from scratch.

Tip: This feature is useful when the physical inventory has not been returned yet, allowing you to reuse the items already in Staging to quickly rebuild the order.

• All existing allocations, picks, and pack data will be cleared.
• Users can begin working on the order again as if it were new.

NOTE: If items were previously picked and moved to a staging location, they remain physically staged. During the Picking Plan assignment, users can choose to pick from the Staging location instead of from the original inventory locations.