Adding items to orders is a core function in WorkSuite Fulfill, whether you’re building a new order or modifying an existing one. This guide covers how to select products, check availability, and manage quantities effectively.
When to Add Items Common Scenarios New Order Creation
Building initial order for customer
Selecting products from available inventory
Meeting customer’s specific requirements
Order Modifications
Customer calls to add more items
Suggesting complementary products
Taking advantage of new availability
Seasonal additions to existing orders
Reorders and Replacements
Replacing unavailable items with substitutes
Adding items when inventory becomes available
Customer wants to increase quantities
Adding Items to New Orders During Order Creation
Start creating a new order
In the order items section, click Add Line Item
Search for products using the product selector
Product Search Methods By Name
Type product or variety name
Search results show matching items
Select from dropdown list
By Category
Browse product categories
Filter by plant type (annuals, perennials, etc.)
Navigate through subcategories
By Code
Enter item code or SKU
Quick selection for known products
Useful for repeat orders
Use partial name searches to find products quickly. For example, typing “tom” will show all tomato varieties.
Product Selection Interface When searching, you’ll see:
Product Details
Full product name and variety
Item code or SKU
Category and classification
Size or pot information
Availability Information
Current quantity available
Reserved quantity (allocated to other orders)
Total quantity on hand
Location information
Pricing Information
Price for this customer’s price group
Unit of measure (each, flat, etc.)
Any special pricing notes
Making Your Selection
Click on the product you want to add
Product information populates in the order line
Enter quantity and verify pricing
Save the line item
Setting Quantities Entering Quantities Quantity Field
Enter number of units needed
System checks against available inventory
Shows warnings if requesting more than available
Unit of Measure
Verify correct unit (each, dozen, flat, etc.)
Some products have multiple unit options
Price adjusts automatically for different units
Availability Checking The system shows real-time availability:
Available Quantity
Ready for immediate sale
Not reserved for other orders
Can be shipped right away
Reserved Quantity
Already allocated to other orders
Not available for new orders
Shows total demand on inventory
On Hand Quantity
Total physical inventory
Includes both available and reserved
Helps understand total stock levels
Handling Low Inventory When availability is limited:
Partial Quantities
Order what’s available now
Backorder the remaining quantity
Customer gets partial shipment
Substitutions
Suggest similar varieties
Offer different sizes if available
Check with customer on alternatives
Waiting Lists
Note items customer wants when available
Set up alerts for inventory replenishment
Plan for future availability
Pricing and Calculations Automatic Pricing Prices populate automatically based on:
Customer’s assigned price group
Product-specific pricing
Volume discounts if applicable
Special contract pricing
Price Overrides To change the price for this order:
Click in the price field
Enter new price
Add reason for override (recommended)
Price change applies to this order only
Line Totals The system calculates:
Line total (quantity × unit price)
Any line-specific discounts
Tax calculations where applicable
Running order total
Managing Multiple Items Adding Several Products Bulk Addition
Click Items Table button to add multiple items at once
Available only when order status is Initialized and no items exist yet
Allows quick entry of multiple line items in a table format
Related Products
Consider complementary items based on customer needs
Add accessories or companion plants manually
Plan seasonal combinations
Organizing Order Items Item Sequence
Arrange items logically
Group related products together
Consider picking efficiency
Item Notes
Add specific instructions for items
Note quality requirements
Include handling instructions
Modifying Existing Orders Adding to Confirmed Orders Adding items to confirmed orders may require customer approval and can affect delivery dates and pricing.
Process for Confirmed Orders
Open the existing order
Check if order can be modified (status dependent)
Add items using same process as new orders
Customer approval may be required
Update delivery dates if needed
Timing Considerations Before Fulfillment
Easy to add items
Pricing and availability current
No impact on shipping
During Fulfillment
May delay shipment
Additional picking required
Customer communication important
After Shipping
May require separate shipment
Additional shipping costs
Customer coordination needed
Special Item Types Seasonal Products Availability Windows
Products available only certain times
Pre-season ordering options
Seasonal pricing variations
Planning Considerations
Order early for spring season
Consider storage requirements
Plan delivery timing
Custom or Special Orders Special Requirements
Custom growing instructions
Specific varieties or sizes
Extended growing times
Lead Times
Longer availability delays
Customer communication about timing
Special pricing considerations
Inventory Allocation How Allocation Works When you add items to orders:
Available inventory is checked
Quantities are reserved for the order
Remaining inventory shown to other users
Items held until order ships or cancels
Managing Reservations Automatic Allocation
Items reserved when order confirmed
Prevents overselling
Updates availability for other orders
Manual Allocation
Override automatic allocation if needed
Prioritize certain customers or orders
Manage competing demands
Best Practices Selection Tips
Item Selection Best Practices
Check availability before promising delivery dates
Suggest alternatives when items are low in stock
Consider seasonal demand patterns
Group complementary products together
Verify customer preferences for substitutions
Communication With Customers
Confirm availability for large quantities
Discuss substitutions proactively
Explain delivery timing for mixed orders
Update on inventory status changes
Internal Coordination
Communicate special requirements to fulfillment
Note rush items or priority orders
Share customer preferences with team
Document any special handling needs
Troubleshooting Common Issues Product Not Found
Check spelling of product names
Try searching by category
Verify product is active in system
Contact inventory manager if needed
Availability Shows Zero
Check if inventory count is current
Look for recent shipments or adjustments
Verify location settings
Consider alternative products
Price Seems Wrong
Verify customer’s price group
Check for special pricing agreements
Review product pricing setup
Compare to recent similar orders
Can’t Add to Order
Check order status (may be locked)
Verify you have permission to modify orders
Confirm customer account is active
Try refreshing the page
What’s Next? After adding items to orders:
