Order Fulfillment is the final operational step in the KIBO Dropship workflow — the moment where the vendor receives an order that’s been routed to them and takes it all the way through to a shipped, invoiced, and completed state. In the Vendor Portal, this happens through a structured two-step process: first, the vendor acknowledges the order and confirms what they can fulfill; second, they prepare the shipment, assign packing slips, enter tracking numbers, and generate an invoice. KIBO’s fulfillment workflow is designed to give vendors clear, step-by-step guidance while also capturing structured data — like partial fulfillment reasons and carrier tracking numbers — that keeps the operator informed throughout.In this video, we’ll walk through the complete fulfillment workflow in the Vendor Portal, including what happens when a vendor can only partially fulfill an order. We’ll also close the loop by stepping into the KIBO Admin UI to confirm how that completed fulfillment is reflected on the operator side. Order Fulfillment is the final operational step in the KIBO Dropship workflow — the moment where the vendor receives an order that’s been routed to them and takes it all the way through to a shipped, invoiced, and completed state. In the Vendor Portal, this happens through a structured two-step process: first, the vendor acknowledges the order and confirms what they can fulfill; second, they prepare the shipment, assign packing slips, enter tracking numbers, and generate an invoice. KIBO’s fulfillment workflow is designed to give vendors clear, step-by-step guidance while also capturing structured data — like partial fulfillment reasons and carrier tracking numbers — that keeps the operator informed throughout. In this video, we’ll walk through the complete fulfillment workflow in the Vendor Portal, including what happens when a vendor can only partially fulfill an order. We’ll also close the loop by stepping into the KIBO Admin UI to confirm how that completed fulfillment is reflected on the operator side. We’re in the Vendor Portal, logged in as Jordan Romero, a Vendor Admin for Mystic Sports. This is the “Orders” Dashboard, which is the vendor’s home base for all fulfillment activity. At the top, we can see four summary tiles: “Total Orders”, “New”, “In Progress”, and “Completed” — giving Jordan an at-a-glance view of the current workload. The orders list below shows each order’s number, customer, workflow stage, SLA status, and fulfillment progress.Order #82 is currently at the “Order Acknowledgement” stage with an “On Time” SLA status, and that’s the order we’ll be working with today. Again, “SLA Status” is set by the Operator in the KIBO Admin UI, in either the “Location Group” Config Settings, or at the individual “Location”-level. We’re in the Vendor Portal, logged in as Jordan Romero, a Vendor Admin for Mystic Sports. This is the “Orders” Dashboard, which is the vendor’s home base for all fulfillment activity. At the top, we can see four summary tiles: “Total Orders”, “New”, “In Progress”, and “Completed” — giving Jordan an at-a-glance view of the current workload. The orders list below shows each order’s number, customer, workflow stage, SLA status, and fulfillment progress. Order #82 is currently at the “Order Acknowledgement” stage with an “On Time” SLA status, and that’s the order we’ll be working with today. Again, “SLA Status” is set by the Operator in the KIBO Admin UI, in either the “Location Group” Config Settings, or at the individual “Location”-level. There are two ways to start the fulfillment workflow for an order. On the Orders Dashboard, we can click the “Box” icon in the “Actions” column. There are two ways to start the fulfillment workflow for an order. On the Orders Dashboard, we can click the “Box” icon in the “Actions” column. Alternatively, from the Order Detail page, we’ll click the “Start Fulfillment” button on the top right. Alternatively, from the Order Detail page, we’ll click the “Start Fulfillment” button on the top right. This is the Order Fulfillment page. On the top right, there is a button to “Cancel the Order”, as well as a “Step” indicator, letting Order fulfillers know exactly where they are in the workflow. This is the Order Fulfillment page. On the top right, there is a button to “Cancel the Order”, as well as a “Step” indicator, letting Order fulfillers know exactly where they are in the workflow. Vendor Order Fulfillment is a two-step process: “Order Acknowledgement”, on the left, marked as required and currently active, and “Prepare Shipments” on the right, also required but not yet accessible. We need to complete Step 1 before Step 2 is available. Vendor Order Fulfillment is a two-step process: “Order Acknowledgement”, on the left, marked as required and currently active, and “Prepare Shipments” on the right, also required but not yet accessible. We need to complete Step 1 before Step 2 is available. This is the “Order Acknowledgement” step. Its purpose is to confirm that the vendor has reviewed the order and can validate item availability before committing to fulfill it.The page displays the “Validate Items in Stock” table, which lists each product, its SKU and product identifiers, the quantity ordered, and a “Validate Stock” field where the vendor enters the quantity they actually have available.In this case, Order #82 contains one product, with a quantity ordered of “5”. Note that the “Validate Stock” field also currently shows “5”, which would represent a full fulfillment. In this case, we would click the “Acknowledge Order” button on the bottom right to proceed. This is the “Order Acknowledgement” step. Its purpose is to confirm that the vendor has reviewed the order and can validate item availability before committing to fulfill it. The page displays the “Validate Items in Stock” table, which lists each product, its SKU and product identifiers, the quantity ordered, and a “Validate Stock” field where the vendor enters the quantity they actually have available. In this case, Order #82 contains one product, with a quantity ordered of “5”. Note that the “Validate Stock” field also currently shows “5”, which would represent a full fulfillment. In this case, we would click the “Acknowledge Order” button on the bottom right to proceed. proceed. However, If we reduce the “Validate Stock” quantity to “4”, meaning the vendor can only fulfill “4” of the “5” items ordered, KIBO immediately flags it with a warning banner. This is an important behavior to understand: KIBO does not silently accept a short shipment. The system requires the vendor to formally acknowledge the shortfall and provide a reason, which creates a documented record for the operator. However, If we reduce the “Validate Stock” quantity to “4”, meaning the vendor can only fulfill “4” of the “5” items ordered, KIBO immediately flags it with a warning banner. This is an important behavior to understand: KIBO does not silently accept a short shipment. The system requires the vendor to formally acknowledge the shortfall and provide a reason, which creates a documented record for the operator. Again, whether we’re fulfilling the full quantity or a partial quantity, the next step is the same: we click “Acknowledge Order” at the bottom right of the page.In a “happy path” scenario — where all items are available — clicking this button would move us directly to Step 2. But because we have a partial fulfillment, clicking “Acknowledge Order” will instead trigger the “Reason” modal. Again, whether we’re fulfilling the full quantity or a partial quantity, the next step is the same: we click “Acknowledge Order” at the bottom right of the page. In a “happy path” scenario — where all items are available — clicking this button would move us directly to Step 2. But because we have a partial fulfillment, clicking “Acknowledge Order” will instead trigger the “Reason” modal. This modal shows a line-by-line breakdown of each item: the product, the quantity “Ordered”, the quantity we’re “Fulfilling”, the quantity that will go “Unfulfilled”, and a “Select reason” dropdown.The “Confirm Acknowledgement” button is grayed out until a reason is provided for every unfulfilled item. The “Please select a reason for each item” message at the bottom left confirms that; we can’t proceed until this is complete. This modal shows a line-by-line breakdown of each item: the product, the quantity “Ordered”, the quantity we’re “Fulfilling”, the quantity that will go “Unfulfilled”, and a “Select reason” dropdown. The “Confirm Acknowledgement” button is grayed out until a reason is provided for every unfulfilled item. The “Please select a reason for each item” message at the bottom left confirms that; we can’t proceed until this is complete. For orders with multiple unfulfilled items, KIBO provides a convenient shortcut: the “Apply reason to all” dropdown at the top of the modal. Selecting a reason here applies it to every unfulfilled line item at once, saving time on high-volume partial fulfillments. For orders with multiple unfulfilled items, KIBO provides a convenient shortcut: the “Apply reason to all” dropdown at the top of the modal. Selecting a reason here applies it to every unfulfilled line item at once, saving time on high-volume partial fulfillments. Alternatively, reasons can also be applied at the individual item level using the “Select reason” dropdown on each product row.Whether the reason is applied globally via “Apply reason to all” or per-line via the individual dropdown, the result is the same: each unfulfilled item receives a documented reason. This per-item approach is particularly useful when different items on the same order are short for different reasons. Alternatively, reasons can also be applied at the individual item level using the “Select reason” dropdown on each product row. Whether the reason is applied globally via “Apply reason to all” or per-line via the individual dropdown, the result is the same: each unfulfilled item receives a documented reason. This per-item approach is particularly useful when different items on the same order are short for different reasons. If none of the predefined reasons accurately describes the situation, there’s an “Other” option in the dropdown. Selecting “Other” opens a free-text field below the item row, allowing the vendor to enter a custom explanation. This ensures that even edge-case situations can be documented clearly and communicated to the operator. If none of the predefined reasons accurately describes the situation, there’s an “Other” option in the dropdown. Selecting “Other” opens a free-text field below the item row, allowing the vendor to enter a custom explanation. This ensures that even edge-case situations can be documented clearly and communicated to the operator. Once a reason has been provided for every unfulfilled item, the modal updates to show “All reasons provided” with a green checkmark at the bottom left. This is the gate that enables the “Confirm Acknowledgement” button. This validation ensures that no partial fulfillment can be submitted without complete documentation. Once a reason has been provided for every unfulfilled item, the modal updates to show “All reasons provided” with a green checkmark at the bottom left. This is the gate that enables the “Confirm Acknowledgement” button. This validation ensures that no partial fulfillment can be submitted without complete documentation. With all reasons provided, the “Confirm Acknowledgement” button is now active. We’ll click it to submit the order acknowledgement. This action completes Step 1 of the fulfillment workflow and advances the order to Step 2. With all reasons provided, the “Confirm Acknowledgement” button is now active. We’ll click it to submit the order acknowledgement. This action completes Step 1 of the fulfillment workflow and advances the order to Step 2. Step 2 is the “Prepare Shipments” section, where the vendor organizes the physical packaging of the order before it ships. “ASN”, in parenthesis, stands for “Advance Shipping Notice” — this is the structured shipment data that KIBO uses to track what’s going out, in how many packages, and via which carrier. Step 2 is the “Prepare Shipments” section, where the vendor organizes the physical packaging of the order before it ships. “ASN”, in parenthesis, stands for “Advance Shipping Notice” — this is the structured shipment data that KIBO uses to track what’s going out, in how many packages, and via which carrier. The progress indicator at the top now shows “Order Acknowledgement” with a checkmark, indicating that step is complete, and “Prepare Shipments” is now active and highlighted in orange. The progress indicator at the top now shows “Order Acknowledgement” with a checkmark, indicating that step is complete, and “Prepare Shipments” is now active and highlighted in orange. At the top of the section, a green success banner confirms that shipment preparation and ASN creation were completed successfully.Below that, we need to decide how many packing slips are needed; then, we’ll review the approved items and assign packing slip numbers for shipment preparation. At the top of the section, a green success banner confirms that shipment preparation and ASN creation were completed successfully. Below that, we need to decide how many packing slips are needed; then, we’ll review the approved items and assign packing slip numbers for shipment preparation. The “Amount of Packing Slips needed” field accepts a value between “1” and “10”. The number entered here determines how many separate packages, and therefore how many individual tracking numbers, this order will ship in. We’re going to demonstrate with 2 packing slips, which will split the 4 fulfillable items across two packages. The “Amount of Packing Slips needed” field accepts a value between “1” and “10”. The number entered here determines how many separate packages, and therefore how many individual tracking numbers, this order will ship in. We’re going to demonstrate with 2 packing slips, which will split the 4 fulfillable items across two packages. In this example, we’ll say we need “2” packing slips, which will split the “4” fulfillable items across two packages. In this example, we’ll say we need “2” packing slips, which will split the “4” fulfillable items across two packages. Notice that the “Package Summary” at the bottom immediately reflects this change: “Packing Slip 1” and “Packing Slip 2” now appear as separate package entries. The Package Summary dynamically updates as the count changes, giving us a live preview of the package structure before we save it. Notice that the “Package Summary” at the bottom immediately reflects this change: “Packing Slip 1” and “Packing Slip 2” now appear as separate package entries. The Package Summary dynamically updates as the count changes, giving us a live preview of the package structure before we save it. In the “Validated Items Ready for Packaging” table, each product row shows a “Packing Slip Assignment” column. When a single packing slip is used, all items are automatically assigned to it, shown here as “4 of 4 assigned.” Since we’ve added a second packing slip, we’ll click “Edit” next to the assignment to redistribute the items between the two packages. In the “Validated Items Ready for Packaging” table, each product row shows a “Packing Slip Assignment” column. When a single packing slip is used, all items are automatically assigned to it, shown here as “4 of 4 assigned.” Since we’ve added a second packing slip, we’ll click “Edit” next to the assignment to redistribute the items between the two packages. Clicking “Edit” opens the “Packing Slip Assignments” panel inline for that product row. The fields for “Slip 1” and “Slip 2” are displayed, with the current assignment showing “2” items on Slip 1 and “1” item on Slip 2. A warning message at the bottom of the panel reads “1 item not assigned to any packing slip” - KIBO will not allow us to proceed until all “4” items are fully allocated across the available slips. Clicking “Edit” opens the “Packing Slip Assignments” panel inline for that product row. The fields for “Slip 1” and “Slip 2” are displayed, with the current assignment showing “2” items on Slip 1 and “1” item on Slip 2. A warning message at the bottom of the panel reads “1 item not assigned to any packing slip” - KIBO will not allow us to proceed until all “4” items are fully allocated across the available slips. Once the item quantities are distributed across the packing slips — in this case, “2” items on Slip 1 and “2” items on Slip 2 — we’ll click “Save” next to the packing slip count field. Once the item quantities are distributed across the packing slips — in this case, “2” items on Slip 1 and “2” items on Slip 2 — we’ll click “Save” next to the packing slip count field. After saving, the “Package Summary” section is fully active. We can now see “Packing Slip 1” with “2” items and “Packing Slip 2” with “2” items, and all three action buttons — “Print Packing Slips”, “Enter Tracking Number”, and “Generate Invoice” — are now enabled. Let’s work through these in order. After saving, the “Package Summary” section is fully active. We can now see “Packing Slip 1” with “2” items and “Packing Slip 2” with “2” items, and all three action buttons — “Print Packing Slips”, “Enter Tracking Number”, and “Generate Invoice” — are now enabled. Let’s work through these in order. Clicking “Print Packing Slips” generates a printable packing slip document for each package, which the vendor’s fulfillment team uses to physically prepare and verify the contents of each shipment before it goes out. Printing packing slips is a standard part of the outbound shipment process and ensures accurate pick-and-pack execution before tracking numbers are entered. Clicking “Print Packing Slips” generates a printable packing slip document for each package, which the vendor’s fulfillment team uses to physically prepare and verify the contents of each shipment before it goes out. Printing packing slips is a standard part of the outbound shipment process and ensures accurate pick-and-pack execution before tracking numbers are entered. Next, we’ll click “Enter Tracking Number”. Because we have two packing slips, and two separate packages, we’ll need to enter a unique tracking number for each one. Clicking this button expands the tracking number entry fields within the Package Summary. Next, we’ll click “Enter Tracking Number”. Because we have two packing slips, and two separate packages, we’ll need to enter a unique tracking number for each one. Clicking this button expands the tracking number entry fields within the Package Summary. The tracking number entry panel shows individual fields for “Slip 1” and “Slip 2”, each with its own “Save” button. Each package gets its own carrier tracking number, which means customers and operators will be able to track each shipment independently. Each slip requires a valid tracking number before it can be saved. The tracking number entry panel shows individual fields for “Slip 1” and “Slip 2”, each with its own “Save” button. Each package gets its own carrier tracking number, which means customers and operators will be able to track each shipment independently. Each slip requires a valid tracking number before it can be saved. A green success banner at the top of the page confirms “Tracking number saved successfully” for the first slip. We’ll save Slip 2’s tracking number the same way.If we need to edit the saved tracking numbers, we’ll click the “Edit” button that replaces the “Save” button.Important Note: all tracking numbers must be saved individually — clicking “Save” on each slip is required. A green success banner at the top of the page confirms “Tracking number saved successfully” for the first slip. We’ll save Slip 2’s tracking number the same way. If we need to edit the saved tracking numbers, we’ll click the “Edit” button that replaces the “Save” button. Important Note: all tracking numbers must be saved individually — clicking “Save” on each slip is required. With both tracking numbers saved, the “Package Summary” now shows both packing slips with their respective tracking numbers. The order is now physically ready to ship — all that remains is generating the invoice. With both tracking numbers saved, the “Package Summary” now shows both packing slips with their respective tracking numbers. The order is now physically ready to ship — all that remains is generating the invoice. We’ll click “Generate Invoice” to create the vendor invoice for this order. The invoice reflects the items actually fulfilled — in this case, “4” units, not the original order quantity of “5”. This is important: the invoice is based on what was shipped and acknowledged, so partial fulfillments are automatically reflected in the billing amount. We’ll click “Generate Invoice” to create the vendor invoice for this order. The invoice reflects the items actually fulfilled — in this case, “4” units, not the original order quantity of “5”. This is important: the invoice is based on what was shipped and acknowledged, so partial fulfillments are automatically reflected in the billing amount. Clicking “Generate Invoice” takes us to the “Invoice Preview” page. We can see the full invoice layout. It is pre-populated from the order and fulfillment data — no manual entry is required. Clicking “Generate Invoice” takes us to the “Invoice Preview” page. We can see the full invoice layout. It is pre-populated from the order and fulfillment data — no manual entry is required. On the top right, we can click “Download Invoice” to save a copy of the invoice. This gives the vendor a record of the transaction and provides documentation for their own accounting and billing processes. The downloaded invoice contains the same information visible in the preview. On the top right, we can click “Download Invoice” to save a copy of the invoice. This gives the vendor a record of the transaction and provides documentation for their own accounting and billing processes. The downloaded invoice contains the same information visible in the preview. At the bottom of the invoice preview, we’ll click “Done” to finalize the fulfillment workflow for this order. Clicking “Done” closes the invoice view and returns us to the Orders section of the Vendor Portal. At the bottom of the invoice preview, we’ll click “Done” to finalize the fulfillment workflow for this order. Clicking “Done” closes the invoice view and returns us to the Orders section of the Vendor Portal. Back on the Orders Dashboard, we can see that the status counts have updated: “New” is now “0”, “In Progress” is “0”, and “Completed” is now “2”. Order 82 — the order we just fulfilled — now shows “Completed” in the “Workflow Stage” column, and the “Progress” bar is at “100%”. The vendor’s work on this order is done. Back on the Orders Dashboard, we can see that the status counts have updated: “New” is now “0”, “In Progress” is “0”, and “Completed” is now “2”. Order 82 — the order we just fulfilled — now shows “Completed” in the “Workflow Stage” column, and the “Progress” bar is at “100%”. The vendor’s work on this order is done. If we click the “View” icon on the “Completed” order, we can see updates made on the Orders’ Detail page. If we click the “View” icon on the “Completed” order, we can see updates made on the Orders’ Detail page. There is now a “Download Invoice” button available on the top right to download the completed invoice at any time. The Order “Status” in the “Order Summary” section has also been updated to “Completed”.But the largest changes are reflected in the tabs located below the “Order Summary”, “Customer”, and “Vendor” sections. There is now a “Download Invoice” button available on the top right to download the completed invoice at any time. The Order “Status” in the “Order Summary” section has also been updated to “Completed”. But the largest changes are reflected in the tabs located below the “Order Summary”, “Customer”, and “Vendor” sections. On the “Order Items” tab, the quantity shown here is “4”, not the original “5”, and the “Total” was also updated accordingly. The order detail page always reflects what was actually fulfilled, not the original order quantity. On the “Order Items” tab, the quantity shown here is “4”, not the original “5”, and the “Total” was also updated accordingly. The order detail page always reflects what was actually fulfilled, not the original order quantity. The “Canceled Items” tab is new — it only appears when a partial fulfillment has occurred. Clicking it shows the items that were not fulfilled, along with the “Quantity Canceled” and the “Cancellation Reason”. This is the vendor’s partial fulfillment documentation, surfaced directly on the order record for both the vendor and the operator to reference. The “Canceled Items” tab is new — it only appears when a partial fulfillment has occurred. Clicking it shows the items that were not fulfilled, along with the “Quantity Canceled” and the “Cancellation Reason”. This is the vendor’s partial fulfillment documentation, surfaced directly on the order record for both the vendor and the operator to reference. The “Shipping” tab shows the tracking information for this order’s shipments. We can see two entries under “Tracking Information” — one for each packing slip we created. Each entry also includes a “Track Package” link, which the vendor can use to verify shipment status. This tab gives the vendor a single place to confirm that all shipments are recorded and traceable after fulfillment is complete. The “Shipping” tab shows the tracking information for this order’s shipments. We can see two entries under “Tracking Information” — one for each packing slip we created. Each entry also includes a “Track Package” link, which the vendor can use to verify shipment status. This tab gives the vendor a single place to confirm that all shipments are recorded and traceable after fulfillment is complete. The “Activity” tab contains a timestamped log of every state change that occurred during the fulfillment workflow for this order. This audit trail is generated automatically — the vendor doesn’t need to do anything to maintain it. It provides a complete, time-stamped record of how and when the order moved through each stage, which is valuable for troubleshooting, compliance, and operator transparency. The “Activity” tab contains a timestamped log of every state change that occurred during the fulfillment workflow for this order. This audit trail is generated automatically — the vendor doesn’t need to do anything to maintain it. It provides a complete, time-stamped record of how and when the order moved through each stage, which is valuable for troubleshooting, compliance, and operator transparency. Finally, the “Invoice” tab. After generating the invoice during the fulfillment workflow, it becomes permanently accessible here on the order detail page. We can see the “Invoice Preview” embedded in the tab, showing the completed invoice for Mystic Sports. Again, there are two ways to download it from this view: the “Download Invoice” button within the tab itself, and the “Download Invoice” button that now appears at the top of the page. The invoice is available for download at any time from this order record going forward. Finally, the “Invoice” tab. After generating the invoice during the fulfillment workflow, it becomes permanently accessible here on the order detail page. We can see the “Invoice Preview” embedded in the tab, showing the completed invoice for Mystic Sports. Again, there are two ways to download it from this view: the “Download Invoice” button within the tab itself, and the “Download Invoice” button that now appears at the top of the page. The invoice is available for download at any time from this order record going forward. We’ve completed the fulfillment workflow entirely within the Vendor Portal, but an order fulfillment in KIBO isn’t just a vendor-side event; it updates the operator’s view as well. When a vendor completes fulfillment, the corresponding order in the KIBO Orders Dashboard is automatically updated with the shipment status, tracking information, and fulfillment details. We’ll switch to the Admin UI to see how that looks from the operator’s perspective. We’ve completed the fulfillment workflow entirely within the Vendor Portal, but an order fulfillment in KIBO isn’t just a vendor-side event; it updates the operator’s view as well. When a vendor completes fulfillment, the corresponding order in the KIBO Orders Dashboard is automatically updated with the shipment status, tracking information, and fulfillment details. We’ll switch to the Admin UI to see how that looks from the operator’s perspective. In the left menu, on the “MAIN” tab, we’ll click “Orders”, then click the “Orders” submenu. In the left menu, on the “MAIN” tab, we’ll click “Orders”, then click the “Orders” submenu. This is the operator’s Orders Dashboard in the KIBO Admin UI. We’re looking for Order 119 — it’s the operator-side order that corresponds to Vendor Order 82 that we just fulfilled. We can see it at the top of the list, with an “Order Status” of “Completed” and a green badge. This is the operator’s Orders Dashboard in the KIBO Admin UI. We’re looking for Order 119 — it’s the operator-side order that corresponds to Vendor Order 82 that we just fulfilled. We can see it at the top of the list, with an “Order Status” of “Completed” and a green badge. Opening Order 119, we can see the full confirmation of what we accomplished in the Vendor Portal. The order header shows a “Completed” status.Under the “Shipments” tab, the shipment shipped from Mystic Sports Warehouse shows a “Status” of “Fulfilled”. The shipment is linked to Vendor Order “82”, and we can see the items, tracking numbers, cancelled items, and shipment history all recorded automatically from the vendor’s fulfillment actions. This is the closed loop: what the vendor does in the Vendor Portal is immediately and fully reflected in the KIBO Admin UI, giving operators complete visibility into every Dropship fulfillment without any manual updates. Opening Order 119, we can see the full confirmation of what we accomplished in the Vendor Portal. The order header shows a “Completed” status. Under the “Shipments” tab, the shipment shipped from Mystic Sports Warehouse shows a “Status” of “Fulfilled”. The shipment is linked to Vendor Order “82”, and we can see the items, tracking numbers, cancelled items, and shipment history all recorded automatically from the vendor’s fulfillment actions. This is the closed loop: what the vendor does in the Vendor Portal is immediately and fully reflected in the KIBO Admin UI, giving operators complete visibility into every Dropship fulfillment without any manual updates.
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