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Vendor Fulfillment Detail Report

The Vendor Fulfillment Detail Report provides detailed fulfillment data, with one row for each item sent to a vendor, so you can track and analyze what was sent to that vendor. This report can be scheduled for automatic email delivery or run on demand for specific date ranges.

Accessing the Report

  1. Navigate to the Email Reports Section

    • Go to Vendors > click the vendor name > Email Reports (left side menu).

    • Ensure the correct email address is set in Site Settings - Advanced options.

  2. Automated Report Scheduling

    • Check Send the Fulfillment Details Report every day to enable automatic emails.

    • Set the Run time (e.g., 6:00 AM, US Eastern time) for the report to be sent. Each daily report covers the 24 hours before it runs.

    • Click Update Email Reports to save the schedule.

  3. Running the Report Manually

    • Use the Send a report now section.

    • Select a Start Date and End Date. The report includes every order sent to the vendor from 12:00 AM on the start date through 11:59 PM on the end date; for a single day, pick the same date in both fields.

    • Click Run Report to generate and send the report immediately.

Report Format & Data Structure

The report is delivered in CSV format, containing detailed fulfillment information. Below is a sample CSV template showing the expected format:

Download the sample CSV template

The CSV file is named after the vendor and date (for example acme_MMDDYYYY_fulfillment_details.csv) and includes the following columns, one row per item, sorted by Product SKU:

  • Order – Sent Date, Order ID, Order Number, Internal Order ID, Order ID Sent to Vendor, Total Order Amount, Shipping Method, Order Notes

  • Item – Vendor SKU, Brand Name, Quantity, Product SKU, Product Name, SKU Cost, Item Sale price

  • Ship to – First Name, Last Name, Company, Street 1, Street 2, City, State, Zip, Telephone, Country

  • User fields – Order User Field 1–4, Order Item User Field 1–4, Product User Field 1–10

If the site's ShipStation shipping method option is on, a Parsed Shipping Method column is added at the end.

The report shows what was sent to the vendor. It does not include tracking numbers or shipment status; use Reports > Shipments for those.

Common Use Cases

  • Monitoring Vendor Performance: Review every item sent to each vendor.

  • Inventory Planning: Understand fulfillment trends to manage stock levels effectively.

  • Customer Support: Quickly resolve fulfillment-related inquiries by checking what was sent to the vendor and when.

  • Discrepancy Auditing: Compare fulfillment data against expected shipments to identify any inconsistencies.

Troubleshooting & FAQs

1. I’m not receiving the automated email report.

  • Verify that the correct email address is set in Site Settings - Advanced options.

  • Ensure the Send the Fulfillment Details Report every day checkbox is selected.

  • Check your spam/junk folder.

2. The report is missing data.

  • Ensure the selected date range includes valid orders.

  • Verify that orders were actually sent to this vendor in that date range; the report only lists items sent to the vendor.

  • If issues persist, contact support for further assistance.

3. How do I change the email recipient?

  • Navigate to Site Settings - Advanced options and update the Reports Email Address. Separate several addresses with commas.