Summary
Webgility Desktop now fully supports Shopify’s order editing functionality. Changes made to unfulfilled orders in Shopify are automatically reflected in Webgility Desktop, eliminating the need for manual adjustments.
Applies To:
- Webgility Desktop users integrated with Shopify
Feature Overview:
Shopify allows users to make edits to orders after they've been created, provided the order/item is still unfulfilled. This feature helps you fix mistakes or accommodate customer requests, ensuring the order is accurate before you process and ship it. These edits may include:
- Changes to items (add/remove items)
- Modifications to quantities
- Updates to discounts
- Adjustments to shipping fees
- Indirect updates to taxes and order totals
Webgility Desktop now automatically detects and downloads these edits, ensuring that the order details are synchronized across Shopify, Webgility Desktop, and Accounting Software.
Order edits can be categorized into two types based on how they impact the total order amount:
- Order Amount Increase:
These edits result in a higher total order value. This may include:
- Removing discounts
- Adding or increasing the shipping fee
- Adding additional items or quantities
- Order Amount Decrease:
These edits lower the total order value. This may include:
- Applying new discounts
- Removing or decreasing the shipping fee
- Removing previously added charges or items
Order Edit Setup
To download order edits into Webgility Desktop, the Order Updates feature must be enabled. Order Updates feature help Webgility Desktop in identifying changes to sales channel orders based on predefined conditions ensuring accurate tracking and timely responses to critical order updates.
At least one condition needs to be enabled out of the below for downloading Order Updates.
- Order Status
- Order Total
- Shipment Details
- Order Notes
- Item Count
- QB Status
Follow the steps in this helpful article on How to setup Order Updates
Along with this “Do not download removed item' feature needs to be configured as True. This feature is available under Connections > Sales Channels > Settings > Download Settings
Handling Order Amount Increase
Use Case 1: Editing an Unpaid Shopify Order
Scenario:
If you are editing an unpaid order in Shopify.
Behavior:
- The edited changes to the order will be downloaded as an 'Order Update on Get New Orders. Order will move to updates tab and then you can accept/ignore the available update and proceed further accordingly.
Use Case 2: Editing a Paid Shopify Order (Increased Total)
Scenario:
If you are editing an already paid order in Shopify, this will result in an increased order total (e.g., item added, quantity increased, shipping increased).
Behavior:
Scenario 1: Order Edited Before Initial Posting
- A new order is placed and downloaded into Webgility Desktop.
- Before the order is posted to the accounting system, it is edited in Shopify, increasing the order total.
- Webgility Desktop will then download the updated order in the Updates tab. If you are posting orders as invoices, you can then post the updates at any time.
- But If you are posting orders as sales receipts, posting will not be allowed until the additional payment is collected in Shopify. Same goes for Payout posting, if you are posting payout as Sales Receipt.
- Once the additional payment is collected, Webgility Desktop will detect it, and then it will allow you to post the updated order to the accounting system.
Scenario 2: Order Edited After Initial Posting
- A new order is placed and downloaded into Webgility Desktop.
- The order is then posted to the accounting system without any changes.
- Later, the order is edited in Shopify, increasing the order total.
- Webgility Desktop will not download the changes until the additional payment is collected in Shopify.
- Once the additional payment is collected, Webgility Desktop will detect the updated order and will move it to the Updates tab and then you will be able to post it into your accounting system.
How to collect payment for an unpaid order in Shopify?
- Go to the order in your Shopify admin.
- Find and click on the required Unpaid/Partially paid order to open its details.
- In the order details page, scroll down to the payments section and click on 'Collect Payment' and enter relevant details. If the order was created through manual payment (like bank deposit, cash on delivery, etc.), you’ll need to mark it as paid manually after you receive the payment offline.
Handling Order Amount Decrease
Use Case 1: Editing an Unpaid Shopify Order
Scenario:
If you are editing an unpaid order in Shopify.
Behavior:
- The edited changes to the order will be downloaded as an 'Order Update’ on Get New Orders. Order will move to updates tab and then you can accept/ignore the available update and proceed further accordingly.
Use Case 2: Editing a Paid Shopify Order (Decreased Total)
Scenario:
If you are editing a paid order in Shopify, this will result in a decrease in the order total. This may include:
- Item removal
- Removal of shipping fees
- Increase in discount
Behavior:
- Webgility Desktop will add a generic item called “OverPayment” in the order itself. This item is intended to replace the quantities/charges removed from the order. When the order is posted, the “OverPayment” item also gets created in your accounting system.
- When a refund is also eventually posted, the order revenue will match between Shopify and the Accounting System.