This article is specifically about Rheaply's inventory management app, Visibility (root.rheaply.com), and may not be relevant if your organization is not using that functionality.
Manage and fulfill your orders in Inventory. View what needs to go out, swap reserved items when needed, and keep fulfillment moving without headaches.
Keep in mind that managing the transactional side of the order will be handled on the Circulate side of the house. This article is specifically about fulfilling orders from Inventory.
This article is helpful if: you manage or fulfill inventory orders, need to swap reserved items, or want to find and update active orders.
Who can do this?
Users with access to our Inventory Management functionality (root.rheaply.com).
Where is it done?
View and filter orders
You can use the Orders page to understand what needs attention and prioritize fulfillment quickly.
From root.rheaply.com, click Orders to see a list of all orders.
On this page, you can:
Sort orders by:
Date created.
Delivery date.
Location.
Filter orders by:
Item manager (Team).
Status (Active, Hold, Fulfilled, or Canceled).
Search for a specific order using the Order ID.
💡 Pro tip: Use these filters to narrow down your workload. For example, view only Active orders for your team with upcoming delivery dates.
Review order details
Click an order to open the Order Details page.
From here you'll be able to:
View order details:
Order ID
Order Status
Target delivery date
Delivery location
Delivery instructions
Swap reserved items for other comparable items (via QR code)
View the order in Circulate (to manage the transactional side of the order and message the recipient)
Complete fulfillment
Mark the order fulfilled
Orders are grouped by listing, making it easier to see:
The total quantity requested per listing.
The items that are currently reserved to fulfill that quantity.
This layout helps you quickly answer:
What listings are included in this order?
How many items need to go out?
Which specific items are currently reserved?
Swap reserved items in an active order
When an order is placed, items are automatically and randomly reserved. If those specific items are hard to locate or not ideal for fulfillment, you can swap them for other eligible items from the same listing.
This reduces time spent hunting down specific items and keeps your inventory data accurate.
To swap a reserved item:
Open an Active order.
Navigate to the listing group that contains the reserved item.
Select the option to Swap item.
Use your device's camera to scan another eligible item that matches the same listing.
The new item is now reserved for that order, and the previously reserved item is released back into available inventory.
Swapping items lets you fulfill orders with what is actually available in your warehouse, without manually editing records or creating inconsistencies.
Swap Limitations
In some cases, a reserved item cannot be swapped. If a reserved item is manually edited while the order is active, and its condition, location, sharing group, or item manager no longer match the original listing, the item will not be eligible for swapping and will not appear in the list.
The ability to swap items in an order only exists for active orders and not for hold requests.
Complete fulfillment
You can use Complete fulfillment when you are ready to finalize the movement of items and update their details in one step.
This action allows you to edit the status, location, and item manager of all currently reserved items in the order (including any swapped items) at the same time.
To complete fulfillment:
Open an Active order.
Review the reserved and swapped items.
Click Complete fulfillment.
Update the item status, location, and item manager as needed.
Confirm that the changes apply to all items in the order.
This is the fastest way to ensure all fulfilled items reflect their new status and location without having to edit each item individually.
Mark an order fulfilled
Use Mark order fulfilled for housekeeping and record-keeping purposes on the Orders page.
This action only changes the order's status as it appears in Inventory. It does not update item details or trigger additional functionality.
To mark an order fulfilled:
Open the order from Inventory > Orders.
Click Mark fulfilled.
Confirm the status update.
Warehouse managers often use this to organize and clean up the Orders list once fulfillment is complete.
Inventory's fulfill order functionality is built to remove friction from your workflow. Swap items when needed, update all reserved items in one step, and keep your Orders page organized so your team can move faster and fulfill with confidence.