Managing Orders
How to receive, confirm, fulfill, and dispatch buyer orders
Orders arrive when buyers confirm their cart. Your job is to move each order through the fulfillment pipeline — from confirming you can fill it, to packing, to dispatch. This guide covers every step.
How Orders Work
When a buyer places an order on the platform, they may be ordering from multiple vendors in a single session. Each vendor only sees and fulfills the items that belong to them. You will not see what the buyer ordered from other vendors — only your portion.
Order status is tracked at the order level. You advance the status one step at a time using the action button on the order detail page. Each status change notifies the buyer by email.
Your Order Queue
Go to Orders in the sidebar. This is your order queue.
By default the queue shows active orders — everything currently in flight: new orders waiting on your confirmation, orders you are preparing, and orders that have been dispatched. Use the filter tabs at the top to narrow the view:
| Filter | What it shows |
|---|---|
| Active | All in-progress orders: Placed, Confirmed, In Preparation, Dispatched |
| New | Only orders in Placed status — waiting for your confirmation |
| All | Your full order history including Delivered and Cancelled |
Orders are sorted by last updated. Check the queue at the start of each working day. New orders appear here as soon as a buyer confirms their cart.
Order Statuses
Every order moves through these stages in sequence. You advance the status using the action button on the order detail page.
| Status | What it means | Your action |
|---|---|---|
| Placed | Buyer confirmed the order — waiting on you | Review and confirm, or flag a problem |
| Confirmed | You committed to fulfil it — buyer has been notified | Begin picking and packing when ready |
| In Preparation | You are actively preparing the order | Complete packing, then mark dispatched |
| Dispatched | Order has left your facility | Confirm delivery once the buyer receives it |
| Delivered | Buyer received the order — complete | No action needed |
| Cancelled | Order was cancelled — terminal state | Contact the platform team if a cancellation is needed |
Transitions are one-way and enforced. You cannot move an order backward through the pipeline, and you cannot skip a stage.
If you cannot fulfill an order: Do not ignore it. Contact the buyer through the platform or email Anthony@taliento-provisions.com as soon as possible. The platform team will work with you and the buyer to cancel the order. There is no self-cancel button — this keeps both parties informed and allows for reordering if needed.
Working an Order
Click any order in the queue to open its detail page. You will see:
Order information — order number, status, date placed, buyer account name, billing period if set.
Your items in this order — the line items belonging to you: product name, unit, unit price, quantity, and line total. Your subtotal is shown at the bottom. Note that this is your portion only — the buyer's full order total may include items from other vendors.
Fulfillment pipeline — a visual progress tracker showing where the order sits in the five-stage pipeline.
Next Action button — the single permitted next step given the current status. Click it to advance the order.
Status Actions Explained
Confirm This Order
Appears when status is Placed. Clicking this tells the buyer you can fulfill their order and moves it to Confirmed. The buyer receives an email notification.
Before confirming, verify that you have the inventory to fulfill every line item at the requested quantity. If anything is short or unavailable, reach out to the buyer before confirming rather than after.
Begin Preparation
Appears when status is Confirmed. Moves the order to In Preparation. Use this when you are physically beginning to pick and pack the order. This gives the buyer a status update that their order is being prepared.
Mark as Dispatched
Appears when status is In Preparation. This is the most consequential status change in the workflow — when you click this:
- The order status moves to Dispatched
- An invoice is automatically generated for the buyer
- Your inventory levels are decremented for every item in this order
- The buyer receives an email that their order is on its way
Only mark an order dispatched once it has actually left your facility. If you dispatch by mistake, contact Anthony@taliento-provisions.com immediately — this cannot be reversed through the portal.
Mark as Delivered
Appears when status is Dispatched. Confirms that the buyer has received the delivery and closes the order as Delivered. If your buyer contacts you with any issues — short delivery, damaged goods, wrong items — resolve those before marking delivered or note them in the Account Notes section.
The Pick List
Go to Orders → Pick List (or find the link at the top of the Orders page). The pick list is a tool for pulling your stock before you start packing.
Instead of looking at one order at a time, the pick list aggregates all items across all active orders (Confirmed and In Preparation status) and groups them by product. For each product you see:
- Total quantity needed across all orders
- A breakdown showing which buyer needs how much
This means if three buyers each ordered 5 lb of Roma tomatoes, you see "15 lb — Roma Tomatoes" at the top rather than three separate rows. Pull 15 lb from stock once, then divide when packing.
The pick list includes a generated timestamp. Use it at the start of your packing session — print it or pull it up on a device as you work through your orders.
The Pack List and Delivery Invoices
Print Pack List generates a full day's worth of fulfillment paperwork in a single document, organized by buyer. For each active order it includes the itemized delivery invoice for that buyer. Print it once and you have everything you need to walk out the door with your deliveries.
To access it: go to Orders and use the Print Pack List button at the top of the page.
For individual orders, use the Print Invoice button on the order detail page. This generates a single-order delivery invoice formatted for physical paperwork — it includes a space for a wet signature on delivery.
Account Notes
On every order detail page you will see an Account Notes section. These are private notes about the buyer account — they apply across all orders from that buyer, not just the current one.
Notes are private to your team and visible to the Taliento Provisions platform team. Buyers never see them.
Use account notes for things that affect how you work with a specific buyer:
- Delivery preferences ("always call the loading dock number before arriving")
- Special handling requirements ("refrigerated items must go directly to walk-in")
- Important operational context ("chef changes weekly — confirm order the morning of delivery")
You can flag a note as important. Flagged notes appear with a gold highlight and are easy to spot when you open a new order from that buyer.
When Things Go Wrong
Buyer wants to change their order after placement Orders cannot be modified once placed. Contact the buyer and the platform team — the cleanest path is usually to cancel the original order and have the buyer reorder with the corrected quantities. Contact Anthony@taliento-provisions.com to handle the cancellation.
You cannot fulfill the full quantity of an item There is no partial fulfillment tool in the portal. Contact the buyer before confirming the order to let them know what you can supply. They can then cancel and reorder at the adjusted quantity, or confirm they want to proceed with what you have. Do not dispatch with short quantities without the buyer's knowledge.
An order has been in Placed status for more than 24 hours without action from you The buyer will receive an alert and may contact the platform team. Confirm or flag the order as soon as possible to avoid the buyer escalating. If you need more time, a note in your Account Notes is a good way to record context, but direct communication with the buyer is better.
A delivery issue after dispatch Short count, damaged goods, wrong items — document everything. Add an account note with the details and contact Anthony@taliento-provisions.com. Do not mark the order as Delivered until any disputes are resolved unless the buyer has acknowledged receipt with the issue noted.
Getting Help
For questions about a specific order or a fulfillment situation, contact us at Anthony@taliento-provisions.com. We respond within one business day.
For billing and payout questions related to dispatched orders, see the Invoices guide once available, or contact us directly.