Fulfillment day

This page covers both ends of hand-off day. First you set up how buyers get their order, then you work the Fulfillment list as orders go out. Only owners and admins can set up pickup and delivery options. Owners, admins and volunteers can all work the Fulfillment list. For what the options and the two order statuses mean, see Fulfillment.

A campaign starts with no options, and its Pickup and delivery tab shows Sellers hand it over with a Current setting badge. Checkout does not ask how buyers get their order, and a buyer can leave an address for their seller. Many door-to-door sales need nothing more. To offer a pickup or a delivery, add an option.

1. Open the campaign and select its Pickup and delivery tab.
2. Choose a starting setup: One pickup, Home delivery, Pickup or delivery (buyers choose at checkout, and you set up both in turn) or Rounds with their own order deadlines. Once the campaign has an option, select Add an option instead. It asks How do buyers get their order? with Pickup or Delivery.
3. On Where and when, a pickup asks Where do buyers pick it up?. A delivery names no place, because sellers bring it to the address the buyer enters at checkout.
4. Under When is the pickup? or When do sellers deliver?, choose One day, with times (a Day, From and To), Over several days (a First day and Last day; buyers see the dates, not times) or On or after a day (for a hand-off with no set end; buyers see “on or after” and the day). Times are in your organization’s time zone. To fill the day in later, leave it blank. The option then shows No day yet.
5. On Deadline and limit, answer When do orders for this pickup stop? with When the campaign closes or Earlier, on a date I pick and a Last time to order. Tick Start taking orders for it later than the campaign to set a First time to order. Answer Is there a limit on how much you can hand out? with No limit or Up to a number of items and a number under Items. The limit counts items, not orders, and buyers cannot choose an option once it is full.
6. On Check it, review Name buyers see, which starts as a suggestion such as “Saturday pickup”. The preview under Buyers see this at checkout shows the option as checkout shows it. Notes in yellow flag a campaign that closes before the option’s deadline, a hand-off that ends before orders stop, or a missing day. Select Add pickup or Add delivery.

The pickup or delivery time tells buyers when to expect their order and does not stop orders. The deadline does. Volunteers see the option’s name on the Fulfillment list too, so pick a name they will recognize.

Rounds with their own order deadlines walks through two rounds, each with its own day and last time to order. The first asks pickup or delivery, and the second keeps that choice. Select Add an option for more rounds.

Each option is a card with its name, a Pickup or Delivery badge, Full when its limit is reached, and the line buyers see under its name. It also shows when orders stop (or Orders stop when the campaign closes), Orders start when it opens later than the campaign, how many items are taken (3 of 20 items, or No limit and the items so far), and the number of orders that chose it. Orders in that count are paid or pending, not canceled or refunded.

Above the cards, yellow notices warn when the options as a whole would leave the campaign open with nothing to order: every option stops before the campaign closes, none takes orders when the campaign opens, or every option is full. For what buyers then see, see Fulfillment.

• Reorder. Drag an option by the grip on its left (named Move and the option’s name). Buyers see the options in this order at checkout.
• Edit. Select Edit on an option. The panel shows every section at once, with Deadline and limit folded open when the option has a deadline or limit. Select Save changes.
• Delete. Select Delete, then Delete again to confirm, or Keep it to leave it. With no options left, checkout stops asking how buyers get their order.

Each option’s card shows how many orders chose it, and those buyers’ receipt emails keep the day, time and place they ordered with. UnitTally does not email them when you change an option. If you change its type, place or day and time, a Change prompt (titled with the option’s name, such as “Change Saturday pickup?”) says how many orders already chose it and that their receipts show the old details. Select Save the change to go ahead or Go back, then tell those buyers yourself. A new name, deadline or limit saves without the prompt.

A deleted option stops buyers choosing it. Orders that already chose it keep it and stay on the Fulfillment list. Duplicating a campaign does not copy its options, so add new ones on the copy. See Running a campaign.

Open Fulfillment under Selling in the side navigation. The list has two tabs.

• To hand over lists orders not yet delivered, oldest first.
• Handed over lists delivered orders, newest first, including any that were refunded after delivery.

The list shows 50 orders to a page. When there are more, Previous and Next appear beneath it, with a range such as “51 to 100 of 120”. An empty tab reads Nothing to hand over or Nothing handed over yet.

• Campaign. Choose one campaign, or All campaigns.
• Pickup or delivery option. Appears once you choose a campaign that has options. Choose one, such as a single round, or All options.
• Seller. Appears when the orders in view are credited to a member. Choose one seller, or All sellers.

Choosing a different campaign clears the option and seller. The filters apply to both tabs.

Each order is a card. The top line is the buyer’s name, then the order number, the campaign and Seller: with the member credited, when there is one. Beside them sit the badges and buttons for the order.

• Items lists each line as a quantity, the product and variant, and any options.
• The right-hand block is headed with the option the buyer chose. For a pickup it shows the day and time, then At and the place. For a delivery it shows the day or days, then the address, with Open in Maps beneath it. An order with no option is headed Delivery address and shows the address, or No address given.
• Address not matched appears on a delivery address that checkout could not match with the US Census Bureau. Check it with the buyer before delivery day. See Fulfillment.
• Note: shows anything the buyer left for the seller.
• Collect payment marks a cash, check or Venmo order whose payment is not recorded yet. See Which orders appear.

Item totals sits above the cards and shows the number of orders and how many are still to hand over. Select it to open a table of Item, Ordered and To hand over, with each product, variant and its options. It opens by itself once you choose an option or a seller. It follows the campaign, option and seller filters but not the two tabs, so Ordered includes orders already handed over.

Narrowed to a round, it is the count to order from your vendor. Narrowed to a seller, it is what to hand that seller for their deliveries. It counts paid orders and cash, check or Venmo orders not yet paid, and leaves out gifts. These are counts of items and orders. The only amount on the list is Collect and the sum owed on an unpaid pay-later order; it shows no prices, order totals or fees.

Type a buyer’s name or an order number in the search box above the list to find an order. It works within the tab and filters you have chosen.

Select Print to open a page for the same tab, filters and search, up to 1,000 orders. Anyone who can open the list can print it. Checklist, on every plan, is one row per order with a box to tick. Packing slips, on the Pro plan, is one slip per order, three to a page or one per page. See Fulfillment for what each prints.

Each order shows the buttons that apply to it now. None asks for confirmation, and a message such as Marked delivered confirms the step.

1. When the buyer has their order, select Mark delivered. The order moves to Handed over.
2. For a delivery order that is leaving but not yet delivered, you can first select Mark out for delivery. The order stays on To hand over with an Out for delivery badge until it is marked delivered. A delivery order can also go straight to delivered. Mark out for delivery is offered only on a delivery order that is still Unfulfilled. A pickup order, and an order with no option, goes straight to delivered.
3. To undo the last step, select the Back to button on the order, such as Back to Unfulfilled or Back to Out for delivery. It undoes one step at a time. An order marked delivered with no out-for-delivery step in between goes back to Unfulfilled.

Each step is recorded with the name of the person who took it, and an owner or admin can see it on the order. See Orders. An owner or admin can also mark several orders out for delivery or delivered at once from Orders. See Change several orders at once.

To hand over shows an order that is Unfulfilled or Out for delivery and either:

• paid, by card or by cash, check or Venmo;
• a cash, check or Venmo order not yet paid, with the Collect payment badge. It can be handed over before its payment is recorded. An owner or admin records the payment from the order; see Record a payment; or
• fully refunded and still Out for delivery. It shows a Refunded badge and can still be marked delivered, or moved back to Unfulfilled if it comes back.

These do not appear on To hand over:

• A card order that is not paid yet. It appears once the buyer has paid.
• A canceled order.
• A fully refunded order that is not out for delivery.

Handed over shows every delivered order. One refunded after delivery carries a Refunded badge and can no longer be moved. For how payment and fulfillment statuses relate, see Payment methods and Fulfillment.

An owner, an admin and a volunteer work the same Fulfillment list, with the same filters, Item totals and buttons. Here is what differs.

• The order number. For an owner or admin it opens the order. For a volunteer it is plain text.
• Money and contact details. Every role sees Collect and the amount owed on an unpaid pay-later order, so whoever hands it over knows what to ask for. Recording that payment stays with an owner or admin. The list never shows prices, order totals, fees, payment details, email or phone to any role. An owner or admin opens the order from Orders for those.
• Pickup and delivery options. A volunteer can read a campaign’s Pickup and delivery tab but cannot add, edit, reorder or delete options. The buttons and the grip do not appear.
• Everything else. A volunteer cannot record a payment, refund or cancel an order, or open Orders. See Volunteers and roles.

• Fulfillment covers the options, deadlines, limits, delivery addresses and statuses in full.
• Orders covers recording payments, refunds, cancellations and several changes at once.
• Running a campaign covers the campaign’s tabs and when it takes orders.
• Volunteers and roles covers who can work the list.
• Payment methods covers pay-later orders and following up.