How Orders go from WooCommerce to the System
Orders go over from WooCommerce to the system after they are marked completed in WooCommerce. All payment processing, shipping, refunds, notications will happen from WooCommerce. When the completed order syncs to the system, the process will create new contacts, companies, and orders. The system will know what products to add the system order because of the SKU number. Orders currently go over to the system every 20 minutes.
Important
A new contact will NOT get created if the email address used by the WooCommerce customer matches the email of one of your contacts. Instead, the system will map the order to the contact in your system; adding the order history to their contact record and the company, if one exists.
Before orders can go into the system, you must have your system products synced to your WooCommerce products using the SKU number. The SKU number field in the system is set up on Ecommerce products. SKUs must be unique and must match EXACTLY with the WooCommerce product. Nothing else about the products needs to match.
The ordering process is all set up in your WooCommerce site. The only thing that matters for the integration is the SKU and the Order status. The order status in WooCommerce must be Completed. Only Completed orders will export into the system.
When an order goes into the system, the order will either find a current contact based on email address, or it will need to create a new contact.
Important
If you decide to sell ads or services, which require a company, through WooCommerce a company must be created in the system. Orders with ads/services for new contacts will require you to go to Customer Approval to create the new company in your site. You can also merge the record with a current company or enable the contact to use Direct Sales.
When an order goes into the system, you will see the one the contacts record on the cart orders tab. If the contact is tied to a company, you will see any Ad or Service products as on order on the Company's Order Tab.
You can see all your WooCommerce order and product sales data in the Ecommerce reports and Daily Order Sales Report. If a product is an Ad or Service, those items will flow into your normal snapshot and production reports; as well as artwork notifications and client center.
If you plan to sell subscription products through WooCommerce, the system will create a new subscriber and subscription. The system will create the subscription start date/issue based on the created date. All renewals will happen through the system as normal.
All WooCommerce orders will come over as externally invoiced from WooCommerce. The order will have NO effect on your GL Transactions or Accounts Receivable.
Don't see an order that was placed in WooCommerce? You can find all import records under the Settings > Data > Import history tab. You can see the failed orders and the reason why they failed.
If an order does fail to connect, you can use the information in the fail message to correct the error and then mark the order to export in WooCommerce. For example, if you get an error like 'Errors: Shipping method 'Flat rate' not found.' this means that the Shipping method used in WooCommerce is not set up in your site. You need to create the correct method, go to the orders in WooCommerce, and use the action Mark to be Exported. The system will try and grab that order gain the next time it syncs.
You can cancel orders manually you site. But all refunds are managed through WooCommerce.