Fulfillment Requests

A fulfillment request is a sales invoice that your accountant sent from SolaCount to the warehouse so the goods can be prepared and delivered. The invoice is the commercial document (customer, prices, VAT, receivable); the request tells the warehouse what has been sold and must leave the building. It does not reserve stock and does not ship anything. The warehouse approves it for a warehouse, which creates a normal Sales Order, and then picks, packs and ships that order as usual.

The page answers four warehouse questions: what must we dispatch, how much is already out, how much was cancelled by a credit note, and which shipments belong to which invoice.

Typical users: sales and warehouse managers who approve and dispatch; warehouse operators who ship; accountants who watch the delivery status of their invoices.

Where to find it

The page is titled Sales fulfillment requests, with the note "The accountant sent this invoice from SolaCount. A request does not reserve or dispatch stock. Approve its warehouse, then use the sales order to reserve, prepare, and dispatch actual goods."

Without a connection to SolaCount the list is empty: "No fulfillment requests in this list." Warehouse scope applies to the sales order and its shipments.

Screen tour

• Status tabs: Active (default), Cancelled, History.
• One card per request, newest first:

Errors show Requests could not be loaded. Check your access and retry. with Retry.

Statuses

Remaining = Requested - Dispatched - Credited undelivered. The request completes when dispatched plus credited quantities cover everything requested.

Approve a request

1. Open the request. Choose the Warehouse the goods will leave from (the default warehouse is pre-selected when you may use it).
2. Click Approve fulfillment.

SolaStock then creates and confirms a sales order for that warehouse from the invoice lines (customer, items, units, quantities, prices, discount) and links the two. It does not reserve or reduce stock. If the accountant linked the invoice to an open sales order that already existed in SolaStock, no second order is created: that order is reused for the approved warehouse, so the customer is not billed or shipped twice. A request needs the SolaCount customer, items and units to be mapped; otherwise approval is refused with a mapping message.

Messages around an invoice that points at an existing order:

Dispatch the goods

Use the sales order: Reserve, Create pick list, pick, pack and post the Shipment, exactly as in Sales Orders. Each posted shipment updates the request: Dispatched grows, Remaining falls, and the status moves to Partially dispatched and then Fully dispatched. The shipment form for the order is pre-filled with the quantities still to ship (after credited quantities were taken off).

Guards while shipping an order that belongs to a request:

• The request must be pending or partial, approved at its current version and for the same warehouse, otherwise "Confirm the sales order before dispatching its remaining quantities."
• A shipment line must belong to this order and product: "A shipment line does not belong to this sales order and product. Reopen the shipment from its sales order."
• You cannot ship more than is left: "The shipment quantity exceeds the quantity remaining on this sales order. Refresh the order and enter the actual remaining quantity."
• Items that track lots, serial numbers or variants need them chosen: "Choose the required lot, serial number, or variant for this product before dispatching."
• If the SolaCount invoice changed after approval, shipping is refused until the request is refreshed and approved again at its current version.

Credits for goods that were never delivered

When a customer returns nothing but the accountant credits part of the invoice for goods that were not yet delivered, SolaCount tells SolaStock to cancel that undelivered demand. The cancelled units show in Credited undelivered next to the unchanged dispatch history, and Remaining drops by the same amount. A credit cannot make stock shipped earlier come back; it only closes demand that has not left. Cancelled units cannot be reserved again.

• If dispatch is attempted while a credit is still being applied: "A credit is updating undelivered demand. Retry dispatch after the credit finishes, or ask the accountant to resume it."
• If the credit quantity cannot be expressed in the product's unit without rounding: "The credited quantity cannot be represented in the Stock product unit. Review the credit quantity and unit with the accountant before posting."
• If an order was cancelled but is still open or shipped: "This fulfillment request was cancelled but its sales order is still open or shipped. Review the order in SolaStock before crediting the remainder."
• If the accountant voids the credit in SolaCount, the undelivered demand is restored (after the void is verified) and the request is dispatchable again. A line that was already cancelled stays cancelled.

For goods that did leave and come back, use a Sales Return. A return linked to a posted customer credit cannot be reversed until the accountant reverses the credit: "Ask the accountant to reverse the linked customer credit before reversing this physical return. Payments and refunds are separate actions."

How it connects

• SolaCount: the invoice is the source; its delivery status is updated from the shipments you post. See SolaCount.
• Sales orders and shipments: the request is a thin layer on top; all reserving, picking, packing and shipping happens on those documents.
• Warehouse notifications: the bell tells dispatch staff when a sale is ready, partly or fully dispatched, cancelled or finished; see Warehouse notifications.
• Cash sales: a sale paid immediately has its own list, Cash Sale Dispatch.

Worked example 1: approve and dispatch in two shipments

Invoice INV-2026-0318 from SolaCount to Gulf Fresh Trading LLC: 60 cartons of JUC-1L (Orange juice 1L x 12) at AED 48.00 and 20 cartons of WTR-500 (Water 500ml x 24) at AED 21.00 = AED 3,300.00 before VAT. FR-21 appears as Pending dispatch.

1. Khalid (Warehouse Manager) opens Fulfillment Requests, picks Dubai Main and clicks Approve fulfillment. A confirmed sales order SO-000104 appears. No stock is reserved.
2. He opens Open sales order and dispatch, reserves all lines, creates the pick list, packs and posts shipment SHP-000031 for 40 cartons of juice and 20 of water. On the request: juice Dispatched 40, Remaining 20; water Dispatched 20, Remaining 0. Status Partially dispatched. Cost of goods sold is booked in SolaCount.
3. The next day shipment SHP-000033 sends the last 20 cartons of juice. The request becomes Fully dispatched and moves to History.

Worked example 2: a credit for undelivered cartons

Same request after the first shipment. Gulf Fresh Trading cancels 8 of the 20 cartons of juice that are still waiting; Nadia (accountant) issues a credit note in SolaCount for 8 cartons (AED 384.00).

1. The request shows juice: Requested 60, Dispatched 40, Credited undelivered 8, Remaining 12. Water is complete.
2. Khalid ships the final 12 cartons. The status becomes Fully dispatched because 40 + 12 + 8 = 60.
3. If Nadia later voids the credit in SolaCount, SolaStock verifies the void and restores the 8 cartons to the undelivered demand, so they become dispatchable again.
4. A returned carton arriving back from the customer is recorded on a Sales Return, not on the request.

Worked example 3: the invoice claims an existing order

Omar had already created sales order SO-000098 for Gulf Fresh Trading (40 cartons of WTR-500, confirmed, not shipped). Nadia creates the invoice in SolaCount and links it to that open order instead of letting it create a new one.

1. FR-23 appears Pending dispatch. Until it is approved, shipping SO-000098 from the sales order screen is refused: "Invoice INV-2026-0331 will fulfil this sales order. Approve its SolaCount request before shipping, so the goods are not billed twice."
2. Omar approves FR-23 for the order's warehouse (Dubai Main). No second order is created: FR-23 is linked to SO-000098, which keeps its reservations.
3. Choosing another warehouse would be refused: "Approve this request for the warehouse of the sales order it fulfils." If the invoice had covered only 30 of the 40 cartons it would be refused as well: "The invoice must cover the whole unshipped quantity of this sales order." Nadia adjusts the invoice or Omar the order.
4. Omar ships the 40 cartons from SO-000098; FR-23 becomes Fully dispatched.

Who can do what

Tips and common problems

Related

• Sales Orders · Picking · Packing · Shipments · Sales Returns
• Cash Sale Dispatch · Warehouse notifications · SolaCount · What's new