Workflow by DN Operator: Managing Orders Submitted for Fulfillment from Shopify

As a DecoNetwork (DN) operator managing an affiliate store integrated with Shopify, it's important to understand how orders are processed within the DN system to handle order fulfillment requests efficiently. This article will guide you through the daily operations on the DN side, focusing on unmapped product orders, status changes, and pushing orders into production.

In this article

• 1. Receiving Orders from Shopify
• 2. Handling Unmapped Product Orders
• 3. Managing Order Status Changes
• 4. Pushing Orders Into Production

1. Receiving Orders from Shopify

When a fulfillment request is submitted from the connected Shopify store, the order is automatically imported into the DN store. The first step in the DN operator's workflow is to carefully review these incoming orders to ensure they are ready for production. This process involves several key steps:

• Order Verification:
  • Shipping Method: Verify that a shipping method has been assigned to the order. This ensures that the logistics for delivering the product are in place and that the order can be fulfilled according to the specified delivery options.
  • Payment Confirmation: Ensure that payment has been processed for the order. Without confirmed payment, the order should not proceed to production. Check payment status and any related transactions to confirm that funds have been received. (Refer to the article, Processing Payment for Shopify Orders for instructions on how to process payments).
  • Product and Design Mapping: Confirm that all products and designs associated with the order are accurately mapped in the DN system. This means ensuring that the items ordered match those listed in the DN catalog and that any custom designs or specifications are correctly linked to the appropriate products. This step is crucial for avoiding errors in the fulfillment process and ensuring that the final products meet the customer's expectations.

2. Handling Unmapped Product Orders

One of the most critical tasks for a DN operator is managing unmapped product orders. Unmapped products occur when an item ordered in Shopify does not have a corresponding product in the DN system. This can happen due to discrepancies in product SKUs, variations, or newly added items that haven't been mapped yet.

• Identifying Unmapped Products: Orders with unmapped products will be flagged in the DN system. The operator needs to identify these orders quickly to prevent delays in fulfillment.

• Mapping Products: The operator must map the unmapped products by linking them to the correct DN products. This involves searching for the appropriate product in the DN catalog and updating the mapping so that future orders for the same product will be correctly identified.

• Mapping Designs: If the ordered product is decorated, the operator must also map the correct design to the product to ensure the design will be reproduced exactly as intended.

• Communication: If the unmapped product cannot be resolved immediately, it may be necessary to let the customer or the production team know to clarify the product details or offer alternatives.

For detailed instructions on mapping unmapped products, refer to the article "Mapping Products and Designs for Shopify Orders".

3. Managing Order Fulfillment Status Changes

When Shopify orders are received in your DN store, they need to be reviewed to ensure they are ready for production. This review process involves several important steps: verifying that the correct product is mapped to the corresponding item in DN, confirming that all associated design files are correctly linked to the ordered products, and ensuring all pre-production requirements are met. The DN operator is responsible for updating the order status at each stage of the review process. The way these status changes are handled depends on the workflow option configured in the connection settings in the DN store. See the article "Configuring Automatic or Manual Order Workflow for Shopify Orders in DN" for information on configuring the workflow settings.

Automatic Workflow

If the option, "Automatically submit new orders that are ready" is selected in the connection settings, an automatic workflow is applied. This means that as soon as an order is correctly mapped and verified, it is automatically pushed to the production queue Business Hub. Key status changes include:

• Requires Shipping Method: When fulfilling orders through DN from a Shopify store, it is crucial to select the correct shipping method to match the one chosen by the customer at checkout.

  For instructions on assigning a shipping method, refer to the article "Assigning a Shipping Method for Shopify Orders".

• Awaiting Payment: The "Awaiting Payment" status indicates that the order is pending payment before it can proceed to production. This status ensures that production does not begin until the payment has been received and confirmed, preventing any potential issues with unpaid orders.
  

  For instructions on processing payments, refer to the article "Processing Payment for Shopify Orders".

Manual Workflow

If the option, "Automatically submit new orders that are ready" is not selected in the connection settings and/or the option "Submit orders as quote requiring approval" is selected, a manual workflow is applied. This means that after an order is correctly mapped and verified, the DN operator must review the order and manually submit it for production. Further, if the option Key status changes include:

• Ready To Submit: The status "Ready to Submit" indicates that an order has met all the necessary criteria for production and is awaiting the DN operator's approval to initiate the production process. This status is only used if the "Submit Orders as Quotes Requiring Approval" option is selected in the connection settings.
• Quote Requested: The status "Quote Requested" indicates that the order has been submitted for fulfillment as a quote. Orders will be submitted as quote requests if the "Submit orders as quote requiring approval" is selected in the connection settings.

4. Pushing Orders Into Production

Pushing orders into production is a critical step in the fulfillment process, where the DN operator ensures that all verified orders are prepared for actual production. Depending on the workflow option selected in the connection settings, orders will be handled differently:

• Automatic Production Push: If the automatic workflow is enabled (i.e. the "Automatically submit new orders that are ready" workflow option is selected), orders that meet the criteria for production will be automatically pushed into the production queue without further manual intervention. This option helps streamline the process and reduce the need for manual oversight.
• Manual Submission: If the manual workflow is chosen (i.e. the "Automatically submit new orders that are ready" workflow option is disabled), orders will appear with the status "Ready to Submit." In this case, the DN operator must review these orders and manually submit them for production. This step allows for additional oversight and ensures that any last-minute adjustments can be made before the order is finalized for production.