COM Inbound material workflows for Shopify

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Track material for an order

1. From the material queue, select Track first material or go to Track an order.
2. Find an available Shopify order created within the last 60 days.
3. Select Track materials.
4. Add the material label, expected quantity, unit, sender type, and due date.
5. Add additional materials when the same order expects more than one.

Do not enter customer contact details, payment information, passwords, access tokens, or unrelated confidential information in labels, references, notes, or reasons.

Record a shipment

Add a manual shipment reference and, when available, a valid HTTPS tracking URL. A reference may be saved without a URL. COM Inbound does not poll carriers automatically.

Record a receipt and inspection

For each delivery:

1. Record the received quantity. COM Inbound records the receipt time automatically.
2. Select More expected when the delivery is partial.
3. Inspect the delivery immediately or save it for later inspection.
4. Record the accepted quantity and condition: good, damaged, or mismatch.
5. Add only the operational note needed to explain an exception.

Accepted quantity cannot exceed received quantity. A receipt that has not been inspected blocks approval.

Correct or delete a mistaken receipt

Use Edit receipt to correct received quantity and whether more material is expected. For an inspected receipt, you can also correct accepted quantity, condition, and the inspection note. Use Delete receipt only when the entire receipt was recorded by mistake. Both actions require explicit confirmation.

A correction recalculates quantities, open issues, material state, and production readiness. If the material was approved or rejected, that decision is cleared and must be made again. Receipt and inspection timestamps are not rewritten, and the activity history records that the receipt was corrected or deleted.

Partial deliveries and shortages

When accepted quantity is below the expected quantity and More expected is selected, the material remains partially received without opening a shortage.

When the final delivery is recorded and accepted quantity remains below expected, COM Inbound opens a blocking shortage issue. An additional receipt can close the quantity gap after the issue is resolved.

Damage and mismatch

Damage and mismatch create blocking issues. Resolve the issue with a short operational note before approval. Resolving an issue does not approve the material automatically.

Approve, reject, and reopen

A material can be approved only when:

• at least one receipt exists;
• every receipt has been inspected;
• the final shipment has been recorded;
• accepted quantity meets or exceeds expected quantity;
• no blocking issue remains;
• the Shopify order remains active and available.

Accepted quantity above expected produces a warning and requires an approval note.

Rejecting a material blocks production readiness. To continue later, reopen the material with a reason. Reopening removes the current decision and immediately removes production-ready status.

New receipts cannot be added after approval until the material has been reopened.

Production readiness

An order is Production ready only when it contains at least one tracked material and every material is approved. COM Inbound disables the ready state when Shopify order status cannot be verified.

Shopify order lifecycle

• A cancelled order cannot remain production ready and its case becomes read-only.
• Shopify order-deletion and privacy-redaction requests remove associated application records, including case-linked idempotency records. Data-request exports do not recreate previously redacted order identifiers.
• Uninstall invalidates local sessions. Shopify’s shop-redaction lifecycle then removes the remaining shop data according to the Privacy Policy.

Queue states

• Awaiting shipment — no shipment or receipt has been recorded.
• In transit — shipment information exists and no receipt has arrived.
• Inspection required — a receipt still needs inspection.
• Partially received — more accepted quantity is expected.
• Issue — shortage, damage, or mismatch requires attention.
• Ready for approval — requirements are satisfied but approval is pending.
• Approved — the material has been explicitly approved.
• Rejected — reopen the material before continuing.

Activity history

Activity history records what happened and when, without identifying individual staff members. Privacy deletion takes precedence over the normal append-only history.