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Guide to Standard Order Processing & Fulfillment Workflow

This document outlines the complete lifecycle of an order from intake, confirmation, packaging, courier handover, to successful delivery or return processing in MaxSeller.

🌟 1. Order Lifecycle State Diagram​

🚀 2. Step-by-Step Operational Guide​

📌 Step 1: Intake & Confirm Orders (Order Confirmation)​

  1. Navigate to Sales ➔ Select Order List (path /orders).
  2. Filter for orders in the New status tab.
  3. Telesales / Customer service agents review order details:
    • Verify shipping address, phone number, and variant specifications.
    • Call customer to confirm details.
  4. Click Confirm Order: Moves status to Confirmed (Confirmed).

📌 Step 2: Print Pick List & Package Goods (Fulfillment & Packaging)​

  1. Warehouse team filters for Confirmed orders.
  2. Select orders and click Print Pick List:
    • Aggregates total quantities of items to retrieve from shelves (e.g., 10x Black Polo M, 5x White Polo L...).
  3. Warehouse personnel pick items and package parcels securely.

📌 Step 3: Dispatch to Carrier & Print Shipping Labels​

  1. Select packaged orders and click Batch Push to Carrier.
  2. System transmits payload to carrier APIs and returns Tracking Numbers.
  3. Click Print Shipping Labels:
    • Affix barcoded labels to parcels.
    • Move packages to the handover dispatch zone.

📌 Step 4: Carrier Handover (Handover Protocol)​

  1. When the courier driver arrives:
    • Click Create Handover Record.
    • Driver scans barcodes on all parcels.
    • Both parties sign the handover document confirming physical count.
  2. When the driver scans parcels at the transit hub, status automatically shifts to In-Transit.

📌 Step 5: Delivery Monitoring & COD Collection​

  • Automated Route Sync: MaxSeller pulls tracking events (Hub sorting, Out for delivery, Delivery attempt 1...).
  • Delivered: When buyer accepts and pays, status becomes Delivered, and collected COD enters the reconciliation queue.