Bring open orders under Assemblified after a stocktake

When you start using Assemblified on a store that already has open orders — or you activate bills while orders are waiting to ship — those orders were never handled by Assemblified. Activating a bill only affects orders Shopify sends from then on. It never goes back and picks up the orders that are already open, so their components are not reserved and nothing will happen to them at fulfillment unless you migrate them.

This guide is the supported way to do that: count your stock, activate the bills, then reserve the open orders in Settings → Tools → Reservation backfill → Open Shopify orders. After that, those orders behave like any other order Assemblified handles.

The sequence

Count your stock.

Get your component counts right in Shopify (and for virtual materials, in Assemblified). The migration reserves your open orders from these numbers, so they need to reflect what is physically on the shelf — including whatever the open orders will still use.
Activate the bills your open orders use.

Activation affects only orders Shopify sends from now on. The open orders stay exactly as they were until you migrate them in the next step. The bill page says this beside the switch, and points you to the same place.
Open the migration.

Go to Settings → Tools → Reservation backfill and choose Open Shopify orders at the top of the page. The page lists the same steps under How open orders are migrated.
Scan.

Under Open orders, press Scan. Assemblified searches Shopify for open, not yet fulfilled orders and checks each one live. To narrow the search, set Created from and Created to, or drop a CSV of order numbers (one per row, in the first column) and only those orders are scanned.
Resolve blocked and previously deducted orders.

Each row has a Verdict and lists every Blocker that applies. Fix what blocks (route the order in Shopify, activate a bill, top up stock), then Re-scan. For an order Assemblified already deducted materials for, choose what happens to it in the Decision column — see Orders Assemblified already deducted.
Preview.

Select the orders and press Preview reservations. You get Aggregated material movements (one line per material and location) and Per-order detail. Nothing has moved yet. Download the confirmation as PDF, CSV or XLSX if you want a record.
Reserve.

Press Reserve orders and confirm. The page follows the run, and re-scans when it finishes so the orders it handled leave the list.
Fulfill as normal.

From here on the migrated orders are ordinary Assemblified orders.

What the verdicts mean

Verdict	What it means	What to do
Eligible	Can be migrated.	Select it.
Eligible: on hold	Can be migrated, but every remaining fulfillment order is on hold in Shopify. Its components are reserved once the hold is released.	Select it.
Needs a decision	Assemblified already deducted materials for this order, or cannot tell whether it did.	Choose one of the three options in Decision.
Blocked: not routed	A fulfillment order has no location, or Shopify shows the order no fulfillment order at all.	Route the order in Shopify, then re-scan.
Blocked: inactive bills	A bill the order uses is not active. The preview still shows what it would reserve.	Activate the bill, then re-scan.
Blocked: not stocked	A material is not stocked at the location the order ships from.	Stock it at that location in Shopify, then re-scan.
Blocked: not enough stock	A material needs more than is available at its location. In the preview this is checked across all selected orders together, so two orders cannot both count the same units.	Add stock, or migrate fewer orders at once.
Blocked: incomplete read	Shopify or Assemblified could not be read completely for this order.	Re-scan.
Already migrated	A previous run already recorded this order as done.	Nothing.
Has reservations	The order is already reserved. (An order that is only partly reserved is not shown this way: its unreserved fulfillment orders are judged on their own.)	Nothing.
Nothing left to reserve	Everything still on the order has shipped.	Nothing.
No BOM in order	Nothing still to ship is built from components.	Nothing.
Cancelled in Shopify / Fulfilled in Shopify / Not found in Shopify	No longer a candidate.	Nothing.

Only the units still to ship are reserved. Units that already shipped before the migration are never reserved, and they are never deducted later either.

Skipped orders are collapsed behind Show n skipped orders, so the table opens on what you can act on.

Orders Assemblified already deducted

Some open orders were already partly handled by Assemblified — for example, materials were deducted when the order was created, before you switched to reservations. Reserving them again from your new count would take those materials twice. These orders read Needs a decision, and you choose per order. Nothing is preselected and there is no “apply to all”. What Assemblified deducted shows what Assemblified has on record for the order.

Choice	What moves
Reserve from the new count	The remaining materials are reserved from the stock you counted, and the earlier deduction is handed back to the order so nothing is deducted twice. Use this when your count already includes the materials the order still needs. The preview shows the handed-back amount as “up to” a number — the real figure can only be lower.
The old deduction stands	Nothing moves now and nothing is deducted at fulfillment. The order is recorded as migrated. Use this when the earlier deduction already covers the order and your count does not include its materials.
Leave out of this run	Nothing moves and nothing is recorded. The order stays in the list for a later run.

Reserve orders stays disabled while a selected order still needs a decision.

Accounted for externally

Sometimes an order’s materials were already dealt with outside Assemblified — set aside by hand, or already taken out of the count. From the row’s ⋯ menu, choose Mark as accounted for…:

The whole order — none of its materials are reserved or deducted.
Selected materials — only the materials you tick are left alone; the rest are reserved as usual. You can’t select every material of one fulfillment order this way — mark the whole order instead.

A reason is required. It is kept with the order as the record of why stock did not move.

Assemblified won’t move these materials now, at fulfillment, or if the order is cancelled or refunded. That is the whole effect: marking does not change stock, and an inventory adjustment you make yourself is not a way to mark an order. The row shows an Accounted for badge; Edit accounted for… and Remove accounted for mark change your mind before you reserve.

You can mark only orders that are Eligible or Eligible: on hold. An order that is already partly reserved can only have selected materials marked — marking the whole order is refused there.

Limits

Orders must be routed to a location. An order without a location for its fulfillment orders is blocked until you route it in Shopify.
Third-party fulfillment services. Assemblified may not be able to see fulfillment orders assigned to a third-party fulfillment service. An order with none visible is blocked as not routed; units on a hidden fulfillment order beside visible ones are not reserved.
Shortfalls and missing stock block. An order whose materials are short or not stocked at its location is not migrated until that is fixed.
Bill status is checked shop-wide. A bill turned off at one location by a location rule does not block the scan; the preview lists it as skipped and the order is reserved without it at that location.
One run at most 100 orders. Preview and reserve in batches.
Multi-location sensitive adjustments must be on, as above.

After the migration

A migrated order behaves like any order Assemblified handles from the start:

Fulfillment consumes what was reserved, at the location it ships from.
Cancel and refund release or restore exactly what was reserved or consumed. A return of a unit that shipped before the migration moves nothing — Assemblified never took anything for it.
Edits are handled as on any reserved order: only what the edit adds or removes moves.
Moving a fulfillment order to another location moves its reservation with it.

If you run without order reservations switched on, the migration records the orders for tracking instead: nothing moves when you reserve, and the components are deducted once, at fulfillment.

If a run could not finish an order — the banner Some orders could not be migrated names each one and why — re-scan and run it again. An order whose decision was already recorded keeps that decision; the next run picks up where the last one stopped.

Reservation backfill — the page this guide uses
Order reservations — what a reservation does once it exists
Migrate your catalog to BOMs — building and activating the bills