Shopify Integration Help Pages

Workflow by Shopify Operator: Managing Orders for Visual Ink Fulfillment in Shopify

As a Shopify store operator integrated with Visual Ink, understanding the daily workflow is essential to maintain smooth operations. This help article outlines the key aspects of managing your Visual Ink order workflow in your Shopify store on a day-to-day basis, including submitting orders for fulfillment, handling order statuses, and processing rejections.     

1. Order Management Workflow

Order Submission: When a customer completes a purchase on your Shopify store and the products are set to be fulfilled by Visual Ink, the order will be submitted for fulfillment based on your chosen configuration:

  • Automatic Submission: If you have configured Shopify for automatic fulfillment, the order details will be automatically transmitted to Visual Ink without requiring any further action from you. This seamless integration ensures that orders are promptly processed and sent to Visual Ink for fulfillment as soon as they are placed.
  • Manual Submission: If you have opted for manual fulfillment, you will need to manually submit a fulfillment request to Visual Ink. This involves initiating a request within Shopify to notify Visual Ink  that the order needs to be processed. This step provides you with an opportunity to review and make any necessary adjustments before the order is sent to Visual Ink.

    To ensure you follow the correct procedure for manually submitting an order, refer to "Request Order Fulfillment"

 

2. Order Status Changes

Throughout the order fulfillment process, the order status in your Shopify store will change to reflect its current stage. Understanding these status changes helps you keep track of orders and communicate with customers effectively.

a. Order Processing

  • Unfulfilled: Orders that have not been submitted for fulfillment will have the status "Unfulfilled".
  • In progress: Once the order is accepted by Visual Ink, the fulfillment status will be updated to "In Progress" in Shopify. This indicates that the order has been sent to the connected Visual Ink store for fulfillment.
  • Request declined: If the order has been canceled by Visual Ink, the fulfillment status of the order will be updated to "Request declined ". This status indicates that the order will not be fulfilled by the connected fulfillment center, as it has been canceled on the Visual Ink side. If provided, the reason for the order cancellation will be logged in the order timeline, providing clarity on why the order was declined. This could be due to various reasons such as inventory issues, payment problems, or a manual decision made by the Visual Ink operator.

    To review the specific reason and any additional details about the cancellation, navigate to the Order Details page in Shopify. Scroll down to the Order Timeline section, where you'll find a chronological log of all the actions and updates related to the order, including the cancellation. The entry will include a brief explanation for the decline, which helps in understanding the context of the cancellation.

b. Order Processing

  • Fulfilled: Once Visual Ink completes production and ships the order, the status in Shopify is updated to "Fulfilled." This triggers a notification to the customer that their order is on the way.
  • Partially Fulfilled: If an order contains multiple items and only some have been shipped, the status will update to "Partially Fulfilled."

 

3. Handling Order Rejections

a. Rejection Scenarios

  • Design File Errors: If the design files associated with a product are corrupted or incompatible, the order may be rejected. You'll need to correct the files and resubmit the order.
  • Product Availability: If a product is out of stock or discontinued, the order may be rejected. You'll need to communicate with the customer to offer alternatives or a refund.
     

b. Managing Rejections

  • Notification: When an order is rejected, the order status will update to "Request declined" in Shopify.
  • Resolution: Review the rejection reason, make any necessary adjustments, and communicate with the customer to resolve the issue. Once resolved, you may resubmit the order for fulfillment.
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