Order processing

Overview

All new Shopify orders (open and pending) are imported automatically into EasyERP. This happens every 15 minutes during each synchronization. Making EasyERP your master system to manage sales orders ensures accurate inventory management. The order management is being processed through this steps:

  1. Order being pulled from Shopify;
  2. EasyERP imports order details;
  3. User in EasyERP allocates and fulfills an order;
  4. Payment confirmation;
  5. Order is shipped.

In some cases you may not have all of the products that were ordered, in this case EasyERP allows partial fulfillment of such orders and shipping when products are in stock.

Order status updates

While EasyERP is your central order management and processing system in integration with Shopify, the updates on orders status work one way only. Order status will be reflected in EasyERP, but order processing status will not be updated in Shopify.

For example: if you got an unpaid order through Shopify, and then payment was made in EasyERP, the payment status in Shopify won’t change.

shopify-order-management-1EasyERP receives the following order updates from Shopify:

Order status on Shopify Resulting update in EasyERP
Open In progress
Fulfilled / Partially fulfilled / Unfulfilled In progress
Paid / Unpaid / Pending In progress

Note: draft orders will not be imported into EasyERP until updated to paid or pending status in Shopify.

Order details

Orders are displayed in chronological order by default, though you can sort it by customer, processing stage, status, payment, etc. EasyERP imports:

  1. ordered items (SKU and short info);
  2. quantity of items;
  3. price for 1 item (unit price)
  4. taxes;
  5. total payment amount;
  6. shipping information (name, short info, price, taxes);
  7. information about customer ("bill to" column).

Additional details like tags, history, order drafts will not import into EasyERP.

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Order fulfillment

You can process and ship orders directly from EasyERP. You’ll see 3 order stages - Allocated, Fulfilled, Shipped, marked respectively with colors (green, yellow or red). Order fulfillment suggests picking ordered products, preparing them for shipping, and creating the goods-out note for an order. Products for pending orders, orders with postponed payment or delivery can be allocated.

How to fulfill a sales order? In EasyERP find an order, open it and click Edit button. Hover over Fulfill order and choose one of three options:

  • Fulfill and ship later
  • Fulfill and mark as shipped
  • Partial / Advanced fulfill

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Each of these actions creates a goods-out note, a document that is used by your warehouse to reserve, send out and deliver ordered items. It can also be sent to a customer.

“Fulfill and ship later” - when you are ready to pick the ordered products from your stock, e.g. you’ve received an order and wait for it to be paid to ship it, so you can allocate it for that customer.

“Fulfill and mark as shipped” - when your sale went on perfectly, paid and products shipped, so you want to fulfill and close an order.

“Partial/advanced fulfill” - for special cases when your stock is out, or partial order fulfillment, e.g. you need to ship two items from an order now, and one item later when a stock is refilled.

Note: when an order is invoiced for payment, you can no longer fulfill it.

Goods-out notes

Once an order has been fulfilled a goods-out note is created and an order moves onto picking, packing and shipping. The goods-out note is the document in Inventory confirming order fulfillment, which can also be sent along with the order.

A goods-out not contains:

  • sales order reference;
  • date;
  • tracking reference;
  • shipping method;
  • print/email options;
  • delivery note;
  • action buttons.

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OR

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Users working with inventory can process the order and the goods-out note. Firstly, a note can be printed to be added to order package, or be sent out via email to inform your customer. Secondly, an order can be marked as picked, packed or shipped in a goods-out note. Those steps depend on your business workflow.

You can undo all actions in a goods-out note, except Ship. When your order is fulfilled and marked as shipped, you’ll get “all-green” note like this:

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Once a note is marked "Shipped", this triggers the following:

  • Order status update - marking order Ship icon green and signaling that now it can be invoiced or delivery note can be sent to customer to notify the order is on the way;
    Note: order status changed to "Shipped" will not be reflected in Shopify.
  • Inventory update - the stock is automatically reduced by the number of items shipped;
  • Journal entry - for accounting purposes (bank account used, source document, debit/credit balance).

Shipping

Shipping updates can be sent to customers (in form of delivery notes). When users in EasyERP go to process a goods-out note, and click Pack button for a certain order, they can enter tracking reference and shipping method in a popup window.

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If the shipping method is specified in Shopify, it is going to be assigned to the order in EasyERP, though only in case if the same shipping method exists.
Note: that tracking references and shipping methods entered in EasyERP will not be received in Shopify.

Order cancellation

Orders may be cancelled in EasyERP, but order status will not update in Shopify. Similarly, you can delete an order in Shopify, but if it has been imported into EasyERP beforehand, the cancellation won’t be visible in EasyERP. Thus, you’ll need to do all order processing, including canceling, in EasyERP

What happens when an order is cancelled?

Example: you have a pending order for 100 items of “demoproduct”, and you see that those 100 are fulfilled, meaning 1090 is a total quantity available in stock, and 990 are at hand.

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This is confirmed in Inventory/Products:

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Now if you cancel the order or delete it from the list, the number of products in that order will un-allocate and the stock will be updated.

Note: cancelled orders that have been already shipped, will not update inventory total.