Your dispensary receives orders from practitioners and patients. Orders are fulfilled by measuring out specific herbs, premix formulas, or shipping products. Once an order is fulfilled, inventory levels are automatically updated.
All orders appear in the Order List within the admin account. From there, staff can print labels and infosheets, prepare formulas or products, and complete fulfillment.
Fulfilling an order is a required step to accurately track:
Lot numbers
Exact quantities used
Inventory levels
Creating an order alone is not sufficient. During fulfillment, you confirm:
Which lot numbers were used
The exact quantity measured for each ingredient
For example, a formula may call for 8g, but the fulfiller may measure 8.1g. Entering the exact amount ensures accurate inventory tracking.
Once fulfillment is completed:
Inventory quantities are reduced
The item status changes to Fulfilled
Practitioners may cancel an order until fulfillment begins
This is done in the Practitioner Portal under Order History
The cancel option disappears once any item enters fulfillment
Admins can cancel an order by changing its status to Cancelled
This action triggers an automatic email notification to the practitioner
Notification emails can be customized in Notification Settings
Orders may be paid by:
The practitioner
The patient
Payment status does not affect fulfillment eligibility, but unpaid orders should be monitored before completion.
There is no required order for the following actions, but all must be completed:
Print labels
Print infosheets
Prepare formulas or products
Fulfill each item in the order
Go to Admin > Orders, locate the order, and click the Invoice Number to open it.
The Details tab shows:
Transaction information
Shipping details
Patient and practitioner information
Click the Preparation tab to view all products and formulas in the order.
Items shown in red indicate out-of-stock conditions
Each item must be fulfilled individually
Print Label
Generates a label in PDF, JPG, or PNG format
You may select a non-default label if needed
Print Infosheet
Generates a PDF infosheet
You may select a non-default infosheet if configured
Bulk printing is also supported for labels and infosheets.
Each item must be fulfilled before the order can be completed.
Click Fulfill
Measure each ingredient
The system automatically selects the oldest lot number
You may:
Add additional lot numbers using the + icon
Select a different lot from the dropdown
Turn a lot off if it is depleted
The system checks entered quantities against the formula. If values do not match, a warning is displayed, but fulfillment is still allowed.
If a mistake occurs during preparation:
Click Waste and Start Again
Inventory will be adjusted based on entered values
You may restart fulfillment for the item
Before finalizing:
The system displays all quantities and lot numbers used
Any discrepancies are highlighted
Options:
Close to make changes
Confirm and Fulfill to finalize
Once confirmed:
Fulfillment cannot be undone
Inventory is permanently adjusted
Item status changes to Fulfilled
Re-fulfillment is used when replacing a lost or damaged order.
Click Refulfill
The full fulfillment process starts again
Inventory is adjusted accordingly
If multiple units of the same formula are ordered:
The system will prompt you to fulfill each unit individually
For standard products:
Click Fulfill next to the product
Enter the number of units fulfilled
Click Save
No ingredient measuring is required.
Once all items are fulfilled:
Return to the Details tab
Change the order status to Completed
When an order is completed:
It moves to the Completed Orders tab
Practitioner markup amounts (if applicable) are released
Fulfilling orders ensures:
Accurate inventory tracking
Proper lot and batch control
Compliance with dispensing workflows
Correct financial and practitioner payout handling
Orders are not considered complete until all items are fulfilled and the order status is set to Completed.