How to Fulfil Orders

When your stock is live and priced competitively, the orders will start rolling in. Fulfilling orders correctly and quickly is the best way to maintain a healthy account, hit your 95% Fulfillment Rate metric, and get paid fast.

The expiry window depends on your account type — On Floor accounts have 3 working days. For Preorder and Incoming Stock accounts, your lead times apply. Always fulfill before the order automatically expires. Here is your step-by-step guide to processing an order in the Seller Portal.

📹 Video Guide: Fulfilling an Order

On floor fulfilment

Preorder fulfilment

Process A: On-Floor Order Fulfillment

For items you currently hold in stock. You have 3 working days from notification to fulfill the order before it expires.

Step 1: Review the Order

Whenever a buyer purchases your stock, you will receive an email notification.

Log in to your Seller Portal and navigate to the Orders page.
Hover over an order to see the exact expiration date and time. Click into the specific order to view all relevant details.

Step 2: Confirm Quantities

Your goal is to fulfill 100% of the requested items. However, we understand that stock levels can fluctuate.

If you have full stock: Proceed and click confirm.
If you are short on stock: You can decrease the quantity to match what you actually have on hand. You must provide a reason in the portal for the decrease.
If you have zero stock: You can decline the entire order.

⚠️ Note: Declining your sales Consistently decreasing quantities or declining orders will negatively impact your Fulfillment Rate (which must stay above 95%) and hidden from buyers, directly reducing your sales. Always keep your stock file up to date!

Step 3: Declare Dangerous Goods (DG)

If your order contains Dangerous Goods (e.g., perfumes, aerosols, batteries, cleaning products), you must indicate it in this step. Check the ADR Dangerous Goods page in the seller handbook if you are unsure.

Declaring DG ensures we generate the correct shipping labels and any legally required paperwork for transit.
Failure to declare DG can result in returned parcels, fines, or extended deliveries.

Step 4: Enter Package Details

Next, tell us how you packed the items so we can purchase the correct shipping labels from our carriers.

Indicate if you are shipping by boxes or pallets.
Enter the dimensions (Length, Width, Height), Weight, and quantity of your packages.
If you have different sized packages, click to add a new package type and enter its specific dimensions.

Check our Packaging Requirements.

Step 5: Generate Labels & Schedule Pickup

Once your packaging details are entered, verify the shipping service provider and click to Confirm and Download Labels.

Clicking this automatically schedules our carrier to come to your warehouse for pickup on the next working day. If the courier cannot collect the package, they will automatically re-attempt the following working day.
Make sure your boxes are packed, taped securely, and have the labels clearly visible on the outside.

Step 6: Trigger Your Payment

Directly after downloading the labels, go back to the order page and scroll down to click Trigger the Payment.

This button auto-generates your invoice (available in the Download document section) and initiates a transfer to your bank account.
If you prefer to issue your own invoice, you can use the billing and shipping details provided on the page.

Process B: Preorder Fulfillment

For items you need to source from your manufacturer/seller after an order is placed. The expiry date is based on the lead times you provided.

Step 1: Review the Order & Source Products

When you receive the email notification, go to the Orders page in your Seller Portal.

Click into the order and download the Order lines in Excel format to easily review what you need to source.
Important: Place the order with your manufacturer/seller immediately. Do not confirm any quantities in the Qogita portal yet.
Need a down payment? If you require a down payment to source the goods, please send your proforma document to success@qogita.com.
If there are any delays or cancellations from your supplier, notify your Account Manager as soon as possible.

Step 2: Confirm Quantities (Once Stock is on Floor)

Wait until the stock has physically arrived at your warehouse.

Once the stock is on your floor, go back into the order and adjust any quantities if needed (you must add a reason for any changes).
Click to Confirm Quantities.