Auto Sync orders on Order Updated

Setting name: Auto sync orders on order updated

Where to find it: Setup - Advanced

Note: We switch this one on for you. Email help@hyvelabs.co and we'll enable it for your store. Once it's on, you can turn it off yourself from the same card.

Normally an order reaches Xero once, when your Auto sync setting first sends it. With On order updated on, the app sends the order's latest details again every time you change that order in Shopify, so the invoice keeps matching the order rather than showing how it looked when it was first sent. Order tags, items and quantities, shipping details and customer address details all count as a change.

How it works with Auto sync

This is an add-on rather than a replacement. You still pick your main Auto sync option, such as When order is created or When order is paid, and Auto sync has to be on for updates to come through at all. On order updated then gives the app a second chance to update Xero after an order has already been sent — and it can send an order that didn't make it the first time.

Orders dated before the day auto sync was switched on for your store are left out. Those show as skipped with a message saying to post them manually, which you can do from Dashboard - Orders — see Posting older orders to Xero.

An example

Your Auto sync option is When order is paid, and On order updated is on:

1. A customer places an order in Shopify.
2. The order is marked Paid, so the app sends the invoice to Xero.
3. You change the order — correct a quantity, add a discount, or fix the delivery address.
4. Shortly after, the app sends the new details across and the invoice in Xero changes to match.

If you also sync on fulfilment

Fulfilment rules come first. With Only sync partially or fully fulfilled orders on, an order only goes to Xero once it has been at least partly fulfilled in Shopify, and updates follow the same rule. Auto Sync orders on Order Fulfilled has the detail.

Good to know

• It works best on unpaid invoices. Updating an invoice in Xero is straightforward while it's still open, and harder once it has been fully paid and reconciled.
• Refunds arrive on their own. A refund you issue in Shopify reaches Xero as a credit note against the original invoice whether or not On order updated is on, coded back to the same accounts the sale used unless you have chosen a separate refunds account. See Refunding part of an order and Posting Refunds to a Separate Account.
• Make your changes in Shopify, not in Xero. If you edit an invoice in Xero yourself, a later update from Shopify can write over it — Avoid manually editing invoices in Xero explains why.

If an order change hasn't reached Xero, email us at help@hyvelabs.co with your shop URL, the order number and what you changed.