NOTE: This guide is specifically intended for users integrating with Shopify.
Summary
Webgility Online now fully supports Shopify’s order editing functionality. Changes made to unfulfilled orders in Shopify are automatically reflected in Webgility Online, eliminating the need for manual adjustments.
Applies To:
- Webgility Online 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 Online now automatically detects and downloads these edits, ensuring that the order details are synchronized across Shopify, Webgility Online 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 shipping fee
- Removing previously added charges or items
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 into the New Orders tab if not posted before. If already posted, it will download the changes as an 'Order Update. 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 Online.
- Before the order is posted to the accounting system, it is edited in Shopify, increasing the order total.
- Webgility Online will then download the updated order. 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 or as invoices that are always marked as paid. posting will not be allowed until the additional payment is collected in Shopify.
- We will also make a note of this in the Order History section as shown below.
- Once the additional payment is collected, Webgility Online 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 Online.
- The order is then posted to the accounting system without any changes.
- Later, the order is edited in Shopify, increasing the order total.
- Webgility Online will not download the changes until the additional payment is collected in Shopify.
- Once the additional payment is collected, Webgility Online 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 into the New Orders tab if not posted before. If already posted, Webgility Online will download the changes as an 'Order Update'.
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
- Increased shipping fees
- Increased discount
Behavior:
- Webgility Online will add a generic item called “Adjustment for order edits” in the order itself. This item is intended to replace the quantities/charges removed from the order. When the order is posted, the “Adjustment for order edits” 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.
FAQs
1). Are order edits downloaded and posted for automated/scheduler posting?
Ans: If there are any edits made to the order before it is posted via automation, all edits will be downloaded and posted automatically. But any edits made to the order after it is posted will be downloaded as 'order updates' and will need manual review for accepting and posting the updates.
2). Why am I not able to post my edited order as a sales receipt?
Ans: When you are posting orders as sales receipts or as invoices that are always recorded as paid, we will restrict posting an order which has a pending payment because of an order edit. This restriction is because sales receipts and paid invoices always by default record the entire order total as a payment in Quickbooks. While this may work in regular orders, it is slightly different in case of edited orders.In order edit cases, the customer payment usually does not happen instantly. The restriction ensures that you do not record an unreceived payment by posting an order edit.