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Order Fulfillment — Manual Process

:::caution Temporary workflow This manual process is required until the inbound sync is built. Once live, Shopify orders will flow into Bookscan automatically — no manual entry required. :::

Overview​

When a customer completes checkout on Shopify, an order is created in Shopify Admin. Louisa must then:

  1. In Shopify — mark the order as fulfilled and (if shipping) enter a tracking number
  2. In Bookscan — enter the order as a web sale so stock is deducted and the sale is recorded correctly for NielsenBookScan, EDI, and financials

The BookKeeper sync does not handle this automatically yet. Stock on the Shopify website will update within the next hourly sync after the Bookscan web sale is saved.

Trigger​

Customer completes checkout → Shopify sends Louisa an order notification email → order appears in Shopify Admin → Orders.

Part 1: Shopify — Fulfill the Order​

  1. Open Shopify Admin → Orders
  2. Click the new order to open it
  3. Review:
    • Line items (titles, quantities, prices)
    • Shipping address
    • Shipping method — determines courier and label:
      • NZ Standard / Tracked → NZ Post via eShip
      • International → DHL label
      • In-store pickup → no courier, customer collects
  4. Pick and pack the books from the shelf
  5. Click Fulfill items
  6. Enter the tracking number:
    • NZ Post: copy from eShip after generating the label
    • DHL: copy from the DHL label
    • In-store pickup: leave blank
  7. Click Fulfill items to confirm → Shopify sends the customer an automated shipping/pickup notification email

Part 2: Bookscan — Enter the Web Sale​

This step records the sale in Bookscan so stock is deducted and the transaction appears in NielsenBookScan reporting, EDI, and financials.

  1. Open Bookscan
  2. Navigate to Web Orders (or equivalent sales entry screen)
  3. Create a new web sale
  4. Enter customer details:
    • Customer name (from the Shopify order)
    • Delivery address (full address from the Shopify order)
  5. Add each line item from the Shopify order:
Shopify fieldBookscan field
ISBN / barcodeISBN
TitleTitle
QuantityQty
Unit price (NZD, ex. any discounts)Price
  1. Save the web sale — Bookscan deducts ONHAND stock and creates a proper sale record

Stock sync timing​

After saving the Bookscan web sale, the next hourly BookKeeper sync will detect the reduced ONHAND value and push the updated stock level to Shopify automatically. No manual stock adjustment in Shopify is needed.

Worst case lag: up to 1 hour between the Bookscan web sale and the Shopify stock count updating.

In-store pickup​

Same workflow as above with two differences:

  • Part 1 (Shopify): Leave the tracking number blank. Mark as Fulfilled when the customer physically collects their order (not when you pack it).
  • Part 2 (Bookscan): Same — enter as a web sale with the customer's name and the items collected. Use the store address as the delivery address.

Edge cases​

SituationWhat to do
Partial fulfillmentFulfill only the available items in Shopify. Enter only those items as a web sale in Bookscan. Repeat when the remaining items are ready.
Cancelled order (before fulfillment)Cancel in Shopify Admin → Orders → Cancel order. No Bookscan entry needed — no stock was deducted.
Cancelled order (after fulfillment)Refund in Shopify. Manually add the returned stock back in Bookscan (ONHAND correction or a return transaction).
Order with a discount codeEnter the discounted price (what the customer actually paid) in the Bookscan web sale, not the full RRP.

What changes when the inbound sync is built​

Once live, BookKeeper will poll Shopify's Orders API and write each order directly into Bookscan automatically. The entire manual Part 2 process above is eliminated. Shopify fulfillment (Part 1) remains unchanged.