ORDER OPERATIONS GUIDE
Orders & Fulfillment
Manage rental and sale orders, dispatch products, handle returns and keep customers informed.
Use this guide to understand what happens after a customer places an order on CostumePeti or a Vault channel.
ORDER LIFECYCLE
From order placement to payout
Every order must move through clear operational steps: notification, preparation, dispatch, delivery or return, verification and payout.
1
Order Placed
Customer places rental or sale order.
2
Seller Notified
Order appears in the seller dashboard.
3
Prepare Item
Check condition, accessories and packaging.
4
Dispatch
Ship, handover or release from warehouse.
5
Return / Delivery
Sale is delivered or rental is returned.
6
Payout
Earnings are processed after checks.
SCREEN 1
View new orders from your dashboard
When a customer places an order, it appears in your seller dashboard. Check this section regularly so you do not miss time-sensitive rentals or sale dispatches.
- Open the Orders section from your seller dashboard.
- Check order type: rental or sale.
- Review product, customer, date and fulfillment details.
- Contact support quickly if anything looks incorrect.
ORDER TYPES
Rental and sale orders work differently
Rental orders require return and condition checks. Sale orders usually focus on delivery and return window.
Rental Orders
- Customer selects rental dates.
- Product must be ready before rental start date.
- Item is dispatched or handed over.
- Product is returned after usage.
- Condition and accessories are checked.
- Payout may be released after verification.
Sale Orders
- Customer purchases the product.
- Seller prepares and dispatches item.
- Product is delivered to customer.
- Return/refund window may apply.
- Payout is processed after order completion.
- Refunds or cancellations may adjust payout.
ORDER NOTIFICATION
Act quickly when an order arrives
New orders may be time-sensitive, especially rentals, shoots, events and wedding orders.
- Check the dashboard regularly.
- Confirm availability immediately.
- Review rental dates or delivery timelines.
- Do not ignore order notifications.
BEFORE DISPATCH
Prepare the product correctly
This is especially important for rentals, where condition proof protects sellers.
Check Condition
Inspect for stains, damage, wear, missing parts or repairs.
Take Photos
Capture front, back, close-up and accessory proof before dispatch.
Verify Details
Confirm size, accessories, order dates and delivery instructions.
Pack Safely
Protect delicate garments, jewelry, accessories and premium items.
FULFILLMENT MODEL
Who handles dispatch?
Dispatch method depends on your seller setup, product type and warehouse arrangement.
- Seller-managed: seller handles shipping or handover.
- Platform-managed: platform coordinates logistics.
- Warehouse-managed: item is fulfilled from Vault storage.
RENTAL RETURNS
Returned items must be checked before relisting.
After a rental order, the product should be inspected quickly for damage, stains, missing accessories, odour, excessive wear or late return.
- Compare with dispatch condition photos.
- Take return photos if any issue is found.
- Report damage quickly with order details.
- Do not relist damaged items immediately.
Damage Handling
If something goes wrong after return, document the issue clearly.
- Take photos of damage or missing parts.
- Estimate repair or cleaning cost if available.
- Report to support with order ID and product SKU.
- Deposit may be adjusted based on review.
- Do not relist damaged items immediately.
Cancellations
If you cannot fulfill an order, communicate immediately.
- Inform support quickly.
- Do not delay communication.
- Avoid last-minute cancellations.
- Keep stock and availability updated.
- Frequent cancellations may affect seller performance.
SUPPORT CHECKLIST
What to send support for order issues
- Seller store name
- Order ID
- Product name and SKU
- Order type: rental or sale
- Issue type: dispatch, return, damage, cancellation, payout or customer issue
- Screenshots of dashboard/order issue
- Photos if product condition or damage is involved
BEST PRACTICES
How to avoid order problems
Respond Fast
Check orders regularly and confirm availability quickly.
Prepare Carefully
Inspect product, take photos, verify accessories and pack safely.
Keep Inventory Updated
Correct stock and availability prevent overselling and cancellations.
Document Rentals
Use dispatch and return photos to reduce disputes.
Communicate Early
Report delays, damage or order problems quickly.
Do Not Relist Damaged Items
Repair, clean or review returned products before making them live again.
ORDER FAQS
Common Questions
All orders are visible in your seller dashboard under the Orders section.
You should regularly check your dashboard and email notifications. Missing orders may affect fulfillment, seller performance and customer experience.
Late dispatch may affect customer timelines, rental start dates, delivery experience and seller performance. Contact support immediately if there is a delay.
Delivery may be handled by the seller, platform or warehouse depending on your setup, product type and location.
Document the issue with photos, compare with dispatch condition, and contact support with order ID, product SKU and damage details.
If you cannot fulfill an order, contact support immediately. Frequent cancellations may affect seller performance.
MANAGE ORDERS WELL
Fast response creates better customer experience.
Check orders regularly, prepare products carefully and report issues quickly.