Your First Order: A Walkthrough

From Purchase Order to Payment

This walkthrough takes you through the complete lifecycle of a single order. By the end, you'll understand every step involved in filling a retail order through RetailReady. Don't worry — it's simpler than it sounds.

Step-by-Step: Your First Order

1. A Purchase Order Arrives (850)

   Your retailer's system automatically sends a purchase order to RetailReady. Within minutes, a new order appears in your Orders dashboard with a status of "New." You'll see the retailer's PO number, the items they want, quantities, agreed-upon prices, the ship-to address, and — critically — the date they need it delivered by.

   What to do: Open the order and review every line item carefully. Make sure you have the inventory to fulfill it, the prices match your agreement, and the delivery date is realistic.

2. You Acknowledge the Order (855)

   Once you've reviewed the order, you need to tell the retailer you accept it. Click the "Acknowledge" button. RetailReady will show you a confirmation screen where you can accept all items, reject specific items you can't fulfill, or adjust quantities. When you submit, RetailReady generates and sends an 855 Purchase Order Acknowledgment to the retailer.

   Timing matters: Most retailers require acknowledgment within 24 to 48 hours. A late acknowledgment can trigger a chargeback, so don't sit on new orders.

3. You Pick, Pack, and Ship

   This part happens in your warehouse, not in RetailReady. Pull the items from your shelves, pack them according to the retailer's packaging requirements, and hand them off to your carrier (UPS, FedEx, a freight company, etc.). Make sure you have the tracking number and carrier information handy — you'll need them in the next step.

4. You Create the Shipment / ASN (856)

   Back in RetailReady, go to your order and click "Create Shipment." Enter the carrier name, tracking number, package count, weight, and which items (and quantities) are in this shipment. When you submit, RetailReady generates an Advance Ship Notice (856) and sends it to the retailer.

   Why this matters: The retailer's warehouse uses the ASN to prepare for your delivery. Without it, your shipment may be delayed, refused, or — you guessed it — result in a chargeback. Always send the ASN before the shipment arrives.

5. You Review and Send the Invoice (810)

   When you create a shipment, RetailReady automatically creates a draft invoice with line items, quantities shipped, and pricing from the original PO. Navigate to the Invoice tab on your order, review the amounts and payment terms, and submit. RetailReady sends the 810 Invoice to the retailer.

   Tip: Always invoice promptly. Delayed invoices mean delayed payments, and some retailers won't pay invoices submitted after a certain window.

6. You Receive Payment (820)

   The retailer processes your invoice and sends payment. When they do, a payment notification (820) arrives in RetailReady showing the payment amount, any deductions, and the remittance details. The order status moves to "Paid" and the cycle is complete.

   Note: Payments often include deductions for chargebacks, allowances, or co-op advertising. Review the payment details carefully and compare them against the original invoice amount.

A Few Tips for Success

• Speed matters. The faster you acknowledge, ship, and invoice, the smoother everything goes. Retailers reward reliable suppliers.
• Check the details. A wrong tracking number, a mismatched quantity, or a pricing discrepancy can cause delays and chargebacks.
• Use the dashboard. RetailReady's order dashboard shows you every order's status at a glance. Make it a habit to check it at the start and end of each business day.
• Ask for help. If something doesn't look right — an unexpected PO, a price discrepancy, an unfamiliar ship-to address — reach out to your buyer at the retailer or contact RetailReady support. It's better to ask than to guess.