Orders, refunds and cancellations

Orders

Each line of an order that sells a pooled size takes size × quantity from the pool. An order for 2 × 5 ml and 1 × 10 ml takes 20 ml. Carboy then works out every size of that pool again and writes the new numbers to Shopify, usually within seconds. Sales in person with Shopify POS arrive as orders and count the same way.

Each order line counts once. Shopify sometimes sends the same order twice; Carboy remembers what it has already taken. Lines for products that aren't in a pool are ignored.

Orders placed before a pool existed are not counted. The amount you entered when you made the pool already reflects them.

Refunds

When you refund in Shopify, you choose whether to restock the items. Carboy follows that choice:

Carboy only puts back what it took. A restocked 10 ml adds 10 ml to the pool, and every size is worked out again from the new amount, which can mean five more 2 ml rather than one more 10 ml.

Cancellations

Cancelling an order with restock ticked puts its sizes back into the pool. Shopify tells Carboy about a cancellation twice, as a refund and as a cancel, and it is counted once. A cancellation without restock leaves the pool as it is.

When an order takes more than the pool holds

Two orders landing together can ask for more than is left. The pool stops at 0 and never goes negative. The sale is marked (oversold) in the pool's Activity, and the daily email lists it under Sold more than the pool held. Count the shelf and use Set amount.

If Shopify doesn't send an order

Shopify's order notices are usually instant, but they can arrive late or not at all. Every night at 03:00 your time Carboy reads the orders updated since its last check, up to 7 days back, and takes in anything it missed. See The nightly check and the daily email.

Where to see it

Every movement is in the pool's Activity: when, what (Sale, Restock, Receive, Loss, Adjust), why (the order number or your note), the change, and the pool after it.