Receiving Wholesale Orders

Wholesale orders are a critical part of your business, and understanding how to process them effectively ensures a smooth experience for both you and your retail partners. This guide walks you through how to review and accept orders received through The Folklore platform.

How Retailers Place Orders

Retailers can place orders directly from your digital showroom by adding items to their cart. After meeting your minimum SKU quantity and minimum order value, they’ll finalize their order by providing delivery and payment details.

• Notifications: You’ll receive an email alert when a new order is placed.
• Accessing Orders: All new orders can be reviewed on the Wholesale Orders page.

Reviewing and Accepting Orders

Before taking action on an order, review these key elements:

• Order Summary: Verify the products, quantities, and delivery location.

• Delivery Timeline: Ensure the requested lead time aligns with your capability.

  • If adjustments are needed, communicate with the retailer and agree on new terms before accepting the order.

• Order Status:

  • Pending: Awaiting your review.
  • Accepted: Confirmed for fulfillment.
  • Modification Request: Adjusted and awaiting retailer approval.

To accept an order:

1. Open the order on the Wholesale Orders page.
2. Confirm details.
3. Click Accept to finalize.

To fulfill an order, view details here.

Lead Time Considerations

Your Order Lead Times and Product Lead Times are vital for retailer expectations:

• Order Lead Times: Cover production, packaging, and delivery. These are visible in your digital showroom.
• Product Lead Times: Should not exceed the Order Lead Time and must reflect accurate readiness.

If your lead time cannot be met, discuss alternate options with the retailer before accepting the order.

Comprehensive Order Submission Details

• Order Number: The unique number assigned to all orders any retailer places
• Order Date: Date the order was placed by the retailer
• Buyer Information: Name of retailer, address of retailer, name of buyer, title of buyer, store type, number of orders from retailer.
• Total Products: Number of total product variants ordered
• Total Units: Number of total product units ordered
• Order Type: Indication if the order is for Immediate Ship, Pre-Order, or Rolling Order based on the delivery availability of the products in the order
• Order Status: The status of the order in the fulfillment process, updated by you and available for retailers to see
  • Pending: Order is pending review and a decision from your brand on whether to accept, deny of modify the order
  • Accepted: Order has been accepted by the brand and is in the process of being fulfilled   
  • Denied: Order has been denied by the brand and will not be fulfilled by the brand
  • Modification Request Pending: The brand makes edits to the original order and submits it to the retailer for approval
  • Shipped: The full order has been shipped by you directly to the retailer
  • Partially Shipped: Some of the products in the order were shipped and some products are pending shipping
  • Delivered: The order has been delivered to the retailer
  • Partially Delivered: Some of the products in the order were delivered and some products are pending delivery
  • Canceled: The order was canceled by the you or the retailer
  • Returned: The full order and all of the products in it were returned
  • Partially Returned: Some of the products in the order were returned
• Order Condition: An order is either marked as open or closed 
  • Open: An order is open if the full order has not been successfully delivered or if there are any other pending actions that need to be taken to archive the order
  • Closed: An order is Closed if all of the products have been successfully delivered to the retailer and no additional actions need to be taken to satisfy this order
• Sub-total: The total cost of the order before taxes
• Tax: The amount of sales tax paid by the retailer
• Total: The subtotal + tax = the order total
• Payment terms: The terms set by you that defines when the order payment is due
• Payment method: The form of payment used by the retailer to purchase the order. The method listed will either be card or ACH. If the payment was processed offline, the method listed will be “paid offline”
• Payment Status: The payment status reflects whether the retailer has paid or not paid for the order
  • Unpaid: Either the full or partial balance of the order has not been paid by the retailer and is still owed to the brand
  • Deposit Paid: The required deposit has been paid by the retailer but the balance is still due
  • Paid: The full balance of the order was paid by the retailer and no more money is owed to the brand
• Billing Address: The address associate with the payment method
• More Actions: The dropdown menu that provides more options to execute an order action
  • Mark as paid: If the order was paid offline, manually mark the order as paid
  • Cancel order: If you need to cancel the order
• Order Notes: Notes that a retailer may add during the order submission process making a requests about the order
• Shipping Instructions: Notes that a retailer may add during the order submission process making requests about how the order is packed and shipped
• Delivery Window: The delivery window that represents when the entire order must be delivered by
• Tracking: The shipping tracking number added automatically once a shipping label has been created through our platform and the tracking number created. You can also manually add the tracking number.
• Delivery Address: The address that the retailer requested the order be delivered to
• Deliveries: If certain products are expected to be delivered at different times, there will be additional tabs that detail what products will be delivered in each delivery window.
• Product Details: The product image, name, SKU, class, season name and year, variants, sizes, quantities per size, total number of units, wholesale price, retail price, wholesale subtotal, and product delivery lead time will be displayed for each product in the order
• Internal Order Tags: A section where you can tag the order by using commas to separate keywords or phrases that you can use to filter and better organize orders that use specific keywords or phrases.
• Internal Order Notes: A section where you can share notes about the specific order that will not be shown to the retailer. Only members of the your team can view and edit these notes.

By thoroughly reviewing and effectively managing each step, you’ll provide a seamless experience for your retail partners while maintaining operational efficiency.