Bulk actions on sales orders

From the Sales list you can run one action against many orders at once. Select the orders you want with the checkbox column on the left of the table, then open the Bulk Actions menu and choose an action. Most actions show a progress message while they run and reload the list when they finish.

The Bulk Actions menu groups its entries into WORKFLOW, then (when the ShipStation integration is installed) a Shipstation group, then DOCUMENTS. This article covers what each action does to the selected orders, the selection limits that apply, and where results appear. For the single-order detail of each workflow, follow the cross-links to the dedicated articles.

Select orders and open Bulk Actions

1. Open the Sales list.
2. Tick the checkbox on each order you want to include. You can shift-click to select a range.
3. Open the Bulk Actions menu at the top of the list.
4. Choose an action.
5. Wait for Qoblex to finish. Workflow actions show a progress message (for example Allocating Orders…) and then reload the list.

If you open an action with nothing selected, Qoblex shows No orders selected with the message Please select one or more orders and try again and does nothing.

Workflow actions

These actions are in the WORKFLOW section of the menu. They behave in one of a few ways, which matters when a large selection contains a bad order:

• Best-effort: Qoblex tries every selected order, keeps the ones that succeed, and reports the ones that failed. This applies to Allocate, Deallocate, and Sync to Store….
• All-or-nothing: Qoblex processes the selection as a single batch. If any one order fails, the whole batch is rolled back and none of the selected orders are updated. This applies to Invoice, Pick, Pack, and Put On Hold.
• Ship works differently again: it screens out, individually, any order it cannot handle and still ships the rest — but once it starts creating stock and dispatching, a failure rolls back every adjustment and shipment the run had already made, not just the order that failed. See Ship below.

Allocate

Allocate reserves available stock for the selected orders. Qoblex attempts each order in turn. On full success it shows The selected orders have been allocated. If any orders could not be allocated, it opens a Bulk Allocate dialog listing the reasons (for example, insufficient stock); the orders that succeeded stay allocated. A selected quote is accepted before it is allocated. See Allocate stock to a sales order for how allocation works on a single order.

Deallocate

Deallocate releases existing stock reservations from the selected orders. Qoblex attempts each order in turn. On full success it shows The selected orders have been deallocated. If any orders could not be deallocated, it opens a Bulk Deallocate dialog with the details; the orders that succeeded stay deallocated.

Put On Hold

Put On Hold flags the selected orders as on hold so they stop moving through the standard fulfillment flow until the hold is removed. This runs as a single batch: on full success Qoblex shows The selected orders have been put On Hold; if any order fails, the batch is rolled back and Qoblex warns One or more orders failed to update. Please check the activity feed for details.

Sync to Store…

Sync to Store… opens a Sync Orders dialog. The dialog lists your connected Shopify sales channels under Select the store where to sync the selected orders. Pick a store, then choose Sync orders to push the selected orders to that channel. Qoblex attempts each order in turn; if any orders could not be synced, it opens a Bulk Sync dialog with the returned messages, and the orders that synced are unaffected.

Invoice

Invoice creates invoices for the selected orders as a single batch. On full success Qoblex shows The selected orders have been invoiced. If any order cannot be invoiced, the whole batch is rolled back, no invoices are created, and Qoblex opens a Bulk Invoice dialog naming the order that failed. See Invoices and payments for invoicing a single order.

Pick and Pack

Pick and Pack advance the selected orders through the warehouse workflow, each as a single batch. While one runs, Qoblex shows a progress message (Picking Orders… or Packing Orders…). If any order cannot be advanced, the whole batch is rolled back, none of the selected orders move, and Qoblex opens a summary dialog (Bulk Pick Orders or Bulk Pack Orders) naming the order that failed and why. See Shipments: picking, packing, and dispatch for the single-order detail.

Ship

Ship packs and dispatches the selected orders. It can also create the stock they’re short of first.

1. Select up to 25 orders. If you select more, Qoblex shows Too many orders selected / Please select 25 orders or less to ship.
2. Choose Ship from Bulk Actions. If every selected order is already Ready To Ship, Fulfilled, or Not Applicable, Qoblex ships them straight away with the stock they hold. Otherwise it asks Ship orders?: The \<number> selected order(s) will be packed and dispatched with the stock they already hold.
3. To have Qoblex create the missing stock first, tick Adjust inventory to cover these orders. The checkbox only appears if you hold the View Adjustments permission.
4. Choose Ship (or No to cancel).

Ship runs in the background: Qoblex shows Adjusting stock and shipping the selected orders. This runs in the background, you can keep working, then The selected orders have been adjusted and shipped when it’s done. If it’s still running after about 5 minutes, Qoblex says The selected orders are still being shipped. Refresh the list in a moment to see where they got to.

What Adjust inventory creates. Qoblex works out what each product is short of at each location across the whole selection, after using any free stock already at that location. It then creates and authorizes one stock adjustment per location with the reason Adjust & ship, valued at the product’s Moving Average Cost, and packs and dispatches the orders.

Skipped orders. Before changing anything, Qoblex leaves out any order it can’t ship: one that isn’t Open or Invoiced, is already fulfilled, has a stock status other than Awaiting Stock, Ready To Ship, or On Hold, has a held allocation, or is allocated across more than one location. Without Adjust inventory to cover these orders ticked, it also leaves out any order that isn’t ready to ship yet. Qoblex ships the rest and lists the skipped orders, with the reason for each, in a Ship – orders skipped dialog.

A failed run changes nothing. Once screening is done, adjusting and shipping is all-or-nothing. If anything fails, Qoblex rolls back every adjustment and shipment the run made. The same dialog then shows a single line starting Shipping failed and no orders were changed: with the reason. Fix the cause and run Ship again on the full selection.

To ship an order that was skipped for a batch- or serial-tracked product:

1. Add the stock with a manual stock adjustment, choosing the batches or serial numbers, and authorize it. See Create an adjustment and add products and Authorize an adjustment.
2. Open the order and Pick its shipment, choosing the batches or serial numbers. See Select batches or serial numbers for tracked items.
3. Pack and dispatch it from the order, or include it in a bulk Ship run with the box unticked.

For a bundle, adjust the bundle’s component products (choosing batches for any tracked component), then ship the order from its own page or with the box unticked. Don’t re-run Ship with the box ticked: Qoblex skips any order with a bundle on it every time the box is ticked, even once the components are in stock.

See Shipments: picking, packing, and dispatch for shipping a single order.

Export

Export downloads the selected orders as a CSV file named order_export.csv.

• You can export up to 100 orders at once. If more are selected, Qoblex shows Too many orders selected and asks you to reduce the selection before exporting.

The file has one row per order line. Each product line is exported with Line Type set to Item (or Bundle for a bundle, followed by its Bundle Part rows), custom charges as Custom, and any refunds as Return. The order and customer columns repeat on every row belonging to the same order. The columns are:

The Required column reflects which values are always written; other columns are blank when the underlying order or variant has no value.

Create Purchase Order

Create Purchase Order opens the purchase order generator, pre-filled from the product lines on the selected sales orders. Qoblex carries the source sales order reference onto each generated purchase item so purchasing stays tied back to customer demand.

• You can generate purchase orders from up to 30 orders at once. If more are selected, Qoblex shows Too many orders selected and asks you to select 30 orders or fewer.

The generator uses product lines only. Lines that are not connected to a product variant are skipped. For each included line, Qoblex carries the product variant, quantity, and source sales order reference into the generated purchase item. See Create purchase orders from a sales order.

Drop Ship

Drop Ship opens the dropship workflow for a single order. It is limited to one order at a time.

• If no order is selected, Qoblex shows Select a sale order to drop ship.
• If more than one order is selected, Qoblex shows You can drop ship one sale order at a time.
• If exactly one order is selected, Qoblex opens the dropship dialog for that order.

See Dropshipping.

Shipstation actions

When the ShipStation integration is installed, the menu shows a Shipstation group with Send to Shipstation, which queues the selected orders to ShipStation as a background job. Its outcome is reported on the activity feed once the job finishes. This is a ShipStation-integration action and is documented separately. See Send orders to ShipStation.

Document actions

These actions are in the DOCUMENTS section of the menu. They produce printable files for the selected orders.

Pick Lists

Pick Lists generates pick lists for the selected orders.

• If exactly one order is selected, Qoblex opens the pick list for that order directly in a new tab.
• If more than one order is selected, Qoblex opens a Print Pick Lists prompt asking Would you like to merge the pick list items or print them separately? Choose to merge the items into a combined list or print each order’s list separately.

Packing Slips

Packing Slips opens a Packing Slips dialog that generates packing slips for the selected orders. The dialog builds slips for the selected picked and/or packed orders. You can tick Include orders that are neither picked nor packed. to also print slips for orders that have not yet been picked or packed. If you have packing slip document templates, you can pick one before generating.

Choose Generate to build the file. Qoblex prepares it in the background, then shows a Preview link to open the document in a new tab.

When a bulk action reports a failure

How you recover depends on which kind of action it was:

1. Read the dialog Qoblex opens after the action. It lists the order that failed and the reason. For a best-effort action (Allocate, Deallocate, Sync to Store…), only the named orders were skipped and the rest are done. For an all-or-nothing action (Invoice, Pick, Pack, Put On Hold), nothing in the selection was changed. For Ship, the same Ship – orders skipped dialog opens either way, so read the wording: a line naming an order and a specific reason means that order alone was screened out and the rest still shipped; a line starting Shipping failed and no orders were changed: means the whole run failed after it started adjusting and shipping, and nothing in the selection moved, even orders that had passed screening.
2. For Put On Hold, there is no dialog. Check the activity feed for the reason.
3. Open the named order individually, resolve the underlying issue, then re-run the action. For all-or-nothing actions and for a failed Ship run, re-run it on the full selection.