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Order Reconciliation

Overview​

Order reconciliation is a background process that keeps your orders in sync with Shopify. It runs automatically every day and checks that the data in the app matches with what is in Shopify. If a difference is found — for example, unequal line item quantity — reconciliation will automatically correct it.

When Could This Occur?​

Orders can get out of sync with Shopify for all sorts of reasons. For example, communication issues with Shopify because Shopify is down or the app is down. Whatever the underlying cause, this feature is in place to ensure the consequences of this mismatch is minimal.

What Does It Affect?​

Reconciliation can make the following corrections automatically:

  • Create missing orders — if an order exists in Shopify but does not exist in the app.
  • Add missing line items — if a line item exists in Shopify but is missing in the app.
  • Sync return status — if a product is returned in Shopify but not in the app.
  • Sync order name changes — if an order is renamed in Shopify (e.g. due to a prefix change).
  • Sync order date changes — if the order dates is differ between Shopify and the app.
  • Sync customer changes — if the customer associated with an order changes in Shopify.
  • Assign missing keys — if an order has a larger quantity in Shopify than keys assigned, new keys are pulled from your inventory.
  • Remove excess keys — if an order has fewer items in Shopify than keys assigned, the extra keys are returned or restocked (depending on whether they have been revealed).

How do I know when a reconciliation has occured?​

Every edit made to an order via reconciliation will create an "Alert" int the app. These alerts can be viewed on the "Alerts and Notification" section on the app homepage. This way, the user can check and verify any edits made to their order.

Enabling and Disabling​

Reconciliation is active by default on all orders. This status can change both manually by the user, or automatically based on a couple scenarios.

Manual Enable/Disable​

On every order the user can go into the orders settings and toggle on/off Order Reconciliation.

Automatic Disable​

Once the user manually edits an order, then order reconciliation is automatically disabled for that order. This prevents the daily sync from undoing any intentional changes. Disabling is handled automatically in the background — you do not need to take any action. Once disabled, an order will no longer be included in daily reconciliation runs. The user can go turn it back on if they prefer, but this could result in undoing manual changes.

The following actions will disable reconciliation on an order:

  • Manually returning a license key
  • Manually restocking a license key
  • Manually deleting a license key (single or bulk)
  • Manually assigning a license key to an order
  • A chargeback being processed against the order