Order Records vs Shipment/Fulfilment Records

ShipStation organizes order level details, shipment level details, and fulfilment level details into Order records, Shipment records, and Fulfilment records.

This article will explain the information contained in each type of record and where each type of record can be found in ShipStation. Understanding the different types of records in ShipStation is important when viewing and editing data related to your orders and shipments.

Order Records

Order records contain the information associated with the order sent to ShipStation from the order source. When you import an order into or when creating an order directly in ShipStation, an order record is created. The order record contains:

  • Order #

  • Sold To: The customer name, address, and contact information

  • Ship To Address

  • Product: The total dollar amount for all products purchased

  • Shipping: Shipping charged on the order

  • Tax: The amount of tax charged on the order

  • Order Total: The total dollar amount of the order

  • Total Paid

  • Tax Information

  • Paid Date

  • Order Date

  • Ship By Date

  • Order Source Items: The items and quantity on the order

The data associated to an order record is displayed.

Order record information may be updated if the order is updated in the order source and the order source supports importing those updates into ShipStation. While the information contained in an order record cannot be edited directly in ShipStation, the Ship To Address can be edited at the shipment level when shipping an order.

View Order Records

Order record information is displayed on the Orders grid and can also be viewed in the Order Summary panel of the Order Details screen.

The order details screen is open with the order summary panel displayed showing the order record details.

Shipment Records

Shipment records contain the shipment-specific information for shipments associated with an order record. There can be multiple shipment records associated with a single order record. Shipment-specific information included in a Shipment record includes information such as:

  • The Ship To address for the shipment

  • The Ship From address for the shipment

  • The items being shipped in the shipment

  • The weight, dimensions, package size, service, and package type

  • The status of the shipment (Awaiting Shipment, Shipped, etc.)

  • The ship date of the shipment

While this is not a complete list of all of the data stored in a shipment record, it demonstrates that a shipment record contains shipment-specific information separate from the order record information.

The below screenshot shows shipment record information associated with an order record on the Order Details screen.

The order details screen is open and order record verses shipment records are highlighted.

View Shipment Records

Shipment records can be viewed on the Shipments grid, the Orders grid shipping sidebar, and the Orders Details screen.

The Shipments option is selected in Order Details and shipment 3 is selected and displayed.

Fulfilment Records

Fulfilment records are created by ShipStation when processing orders using a fulfilment provider. Fulfilment records contain much of the same information as Shipment records, such as the Ship To Address, items associated to the fulfilment, etc. The main difference is that instead of the courier and service used, fulfilment records will specify the vendor responsible for fulfilling the order and the service the vendor used to fulfill the order.

View Fulfillment Records

Fulfilment records can be viewed on the Fulfilments grid and on the Order Details screen.

A vendor is selected as the ship from. The fulfillment record is displayed on the Order Details screen.