Understanding manual fulfillment orders in Otto

What Manual Fulfillment means

Manual Fulfillment tells Otto not to send an order to a supplier. Instead, your clinic is responsible for sourcing and fulfilling the product.

When an order is set to Manual Fulfillment:

• Otto does not transmit the order to a supplier.
• No supplier purchase order is created.
• Nothing is shipped by the supplier through Otto.
• Your clinic is responsible for providing the product to the patient.

Manual Fulfillment only changes how the product is fulfilled. Patient payment is processed normally.

How to set an order to Manual Fulfillment

While entering a new order:

1. Build the order as usual in New Order.
2. Beside the quantity, click the supplier dropdown and select Manual Fulfilment.
3. Finish the the order and click the green Process Order button as usual. It will be created without a supplier purchase order.

For an order that already exists:

If the order is still PO Scheduled, you can change it to Manual Fulfillment before it is submitted to the supplier.

1. Open the order from the Order Log.
2. Scroll down to the product currently showing PO Scheduled.
3. Click the "..." to the right of the colored status bar.
4. Click "Do Not Order" to change the fulfillment status to Manual Fulfillment.

Important: This change must be made before the order is submitted to the supplier. Otto's daily supplier batch is submitted at approximately 2 PM ET.

How to Tell if an Order Is Manual Fulfillment

Open the order and look at the status beside the product quantity - or from the order long click the down arrow to the left of the order ID.

If you see the black Manual Fulfillment status, the product will not be submitted to a supplier through Otto.

What if Manual Fulfillment Is the Only Option?

If Manual Fulfillment is the only fulfillment option listed for a product, that product is not currently available to order through a connected supplier or distributor in Otto.

Your clinic will need to fulfill the product using your own inventory or order it directly from the supplier.

Some products are Manual-Fulfillment-Only as a limitation from the supplier, such as Acuvue Abiliti.

If you believe a product should be available through one of your connected suppliers, contact Otto Support so we can review it.

Important Notes

• Manual Fulfillment means Otto will not submit the product to a supplier and you are responsible for sourcing and providing the product to the patient.
• Patient payment works normally—Manual Fulfillment only affects supplier ordering.
• Some products are Manual-Fulfillment-Only and must be fulfilled from clinic inventory or ordered directly from the supplier.
• Once an order has been submitted to the supplier, it can no longer be changed to Manual Fulfillment through Otto.

When to Contact Support

Contact Otto Support if:

• A product is showing as Manual-Fulfillment-Only but you expected it to be available through a connected supplier.
• An order unexpectedly shows Manual Fulfillment.
• You're unsure whether an order was submitted to a supplier.

Email help@ottooptics.io or use the live chat inside Otto.