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Fulfilling Wholesale Orders

Updated

Meeting lead times and delivering orders accurately are critical for maintaining retailer trust and satisfaction. By following these steps and shipping requirements, you can ensure a seamless wholesale fulfillment process.

Overview

When an order is placed through The Folklore:

  • You will receive an email notification.

  • You can view the order inside your dashboard under:

Orders → All Orders

From there, you are responsible for fulfilling the order within the required timeframe.

You may fulfill orders using:

  • The Folklore

  • Your own carrier

  • A third-party logistics provider (3PL)

All orders must include a valid tracking number to be considered fulfilled.

Step 1: Confirm Order Details

  1. Log into your The Folklore account.

  2. Go to Orders → All Orders.

  3. Click into the new order and review:

  • Marketplace name

  • Product(s) ordered

  • Quantity and size (if applicable)

  • Customer name and shipping address

  • Order notes or special instructions

Verify all details carefully before proceeding to fulfillment.

Step 2: Fulfill the Order

Creating the Shipping Label Through The Folklore

If you choose to fulfill your order by creating the shipping label through The Folklore, follow these steps:

  1. Open the order under Orders → All Orders.

  2. Click Fulfill Order.

  3. Click Fulfill With the Folklore

  4. The Folklore will automatically generate a shipping label using:

    • The product’s shipping weight

    • Package dimensions

    • Origin address

    • Delivery address

  5. Download and print the shipping label.

  6. If customs documents are required, they will be automatically generated and available for download.

Once completed:

  • The tracking number will automatically populate in the order.

  • The order will be marked as fulfilled.

  • The customer will receive tracking information.

This is the recommended fulfillment method to ensure automatic tracking and compliance.

Fulfilling With Your Own Carrier or 3PL

If you choose to fulfill the order independently using:

  • Your own shipping account

  • A warehouse partner

  • A third-party logistics provider (3PL)

You must manually enter a valid tracking number and select the carrier used by following these steps: 

  1. Open the order under Orders → All Orders.

  2. Click Fulfill Order.

  3. Click Fulfill With 3PL

  4. Select the carrier used and enter the tracking number. 

  5. Click Save

The customer will automatically receive tracking details once submitted.

Important Requirement

An order is only considered fulfilled when:

  • The order is marked as fulfilled in the system

  • A valid tracking number is entered

If you do not enter a tracking number:

  • The order will be marked as late

  • The system may flag the order as unfulfilled

  • The order may be canceled

  • Your fulfillment performance metrics may be negatively impacted

Tracking is mandatory for all dropship orders.

Step 3: Prepare the Shipment

  • Inspect the item for quality and packaging requirements.

  • Use your standard packaging, or follow the specific marketplace guidelines if applicable.

  • Include any tags, inserts, or care instructions you normally provide.

Step 4: Ship the Order

  • Attach the shipping label securely to the package.

  • Drop off the package or schedule a pickup with the carrier listed on the label.

  • Ensure shipment occurs within the required fulfillment window.

  • Once shipped, the tracking number will automatically sync with the customer’s order on their marketplace.

 

Shipping Within the United States

For brands shipping within the U.S., the designated carrier is:

UPS

When fulfilling U.S. domestic shipments through The Folklore:

  • UPS will be the carrier used.

  • You have the option to add full coverage insurance for an additional fee.

  • Insurance is not mandatory, but it is strongly recommended to protect your shipment in case of loss or damage.

Adding insurance helps safeguard your brand and ensures smoother resolution if issues arise.

 

Packaging Requirements

  • Package all products according to The Folklore’s packaging guidelines.

  • Include all required shipping documents.

  • Ensure items are secure and properly labeled.

Shipping Requirements

Immediate Ship Products

  • Orders containing Immediate Ship items must be shipped within 3 business days.

  • If not shipped within 5 business days, the order will be canceled and the retailer will be refunded.

Made-to-Order Products

  • Orders containing Made-to-Order items must ship according to the listed lead time.

  • A 5-business-day grace period applies after the lead time expires.

  • After the grace period, unshipped orders will be canceled and refunded.

No Partial Shipping

All items in an order must ship together.

This includes:

  • Immediate Ship products

  • Made-to-Order products

Mixed orders will ship only once Made-to-Order items are ready.

Partial shipments are not permitted unless otherwise approved.

Fulfillment Confirmation

An order is considered fully fulfilled when:

  • All items listed in the order (or agreed to be produced)

  • Have been successfully shipped

  • Include valid tracking information

Important Reminders

Failure to:

  • Ship on time

  • Provide valid tracking

  • Properly update fulfillment status

may result in:

  • Order cancellation

  • Refund to the retailer

  • Account warnings

  • Temporary restrictions on certain sales channels
     

By meeting shipping deadlines and following fulfillment requirements, you ensure efficient wholesale order processing, maintain strong retailer relationships, and minimize cancellations.

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