OrderPort integrates with Vinoshipper's shipping compliance software, allowing you to utilize OrderPort to manage orders, clubs, inventory, POS, etc., while taking advantage of Vinoshipper's negotiated UPS shipping rates and shipping licenses. Vinoshipper will also handle all compliance for orders shipped through their system.
Table of Contents
- Getting Started
- Setting up the Integration
- Orders Tab
- Fulfilling Orders
- Editing Orders
- Reporting for Vinoshipper Orders
- Miscilaneous Notes
- Errors and Troubleshooting
Getting Started
Using this integration requires an existing account with Vinoshipper.
If you have an account, you can contact helpdesk@orderport.net and request for the integration to be enabled. Once enabled, you can proceed with setup.
Setting up the Integration
Integration setup is done in OrderPort Admin > Integrations > Vinoshipper. Please see this Vinoshipper document for how to get the API information: https://vinoshipper.freshdesk.com/support/solutions/articles/9000230450-orderport-and-vinoshipper-integration-user-guide.
Once you've added in the API information, test the connection to verify the connection is working. Do not set the Integration Status to Enabled until you have finished all the setup.
Product Mapping
You must select a Product Mapping setting. You can choose between the OrderPort SKU and VS ID. If you have collections and multi-packs, you must use the SKU option. Otherwise, we recommend you use the VS ID for an easier mapping process.
Before you begin mapping, you need to make sure you have products in both systems.
The products within Vinoshipper should have extremely high inventory and no exclusive class rules. Inventory will be tracked in OrderPort, and setting high inventory counts will avoid errors. You must also ensure products aren't hidden from default cart.
SKU: If you select the SKU option, you must set the product SKUs in Vinoshipper to match those in the OrderPort Catalog Manager. Please avoid adding a variety of product types within a single collection (wine products with physical products).
VS ID: If you select the VS ID option, you cannot use collections or multipacks. The mapping process is completed in the Catalog tab of the Integration. All products which are able to be shipped must be mapped to a corresponding Vinoshipper item.
Select states
When you select a state, all shipping orders to that state will be under Vinoshipper's shipping license. You cannot select a state for the integration and have your own license in the Sales Tax and Licenses module. The options available here are based on what Vinoshipper makes available. You may be able to adjust the configuration from Vinoshipper.
Label Printing
When fulfilling orders, Vinoshipper sends labels to OrderPort so that the full fulfillment process can be completed within OrderPort. You must select the appropraite label format to suit your printer.
Additionally, you must have QZ Tray installed on your computer in order to print out the shipping labels properly. Please see this document for more information: Label Printer and QZ Tray Setup.
Importing Customers
If you have an existing wine club but want to start utilizing Vinoshipper for the first time, you should import your customers into Vinoshipper for age verification purposes.
Please utilize the following document to conduct the import: https://vinoshipper.freshdesk.com/support/solutions/articles/9000203026-importing-existing-club-members.
You can get the data for your OrderPort club members in OrderPort Admin > Operations > Reports > Standard Reports > Other Reports > Customer Account. You can filter this report by club members.
Orders Tab
The Orders page allows you to view all your Vinoshipper orders. Clicking View opens the order in OrderPort. Under the dropdown, View Events shows you the order logs. View Vinoshipper Order shows you Vinoshipper logs. You can use these logs to trace the root issue of a failed order. Please see the troubleshooting section below for more information.
Fulfilling Orders
Orders are fulfilled in the Fulfillment module. The process is very similar to non-Vinoshipper orders.
Orders will initially be in the To Import section. Once you finish inventory checks and push the order through, they will fall into the Vinoshipper carrier terminal. For more information on the Fulfillment process, please see this document: Fulfillment Module Quick Guide.
You must select a shipping component, then release it. After this, the label will be printed using QZ Tray. A popup blocker will prevent you from printing the label.
If you need to print an additional label for an order, please contact customerservice@vinoshipper.com.
Editing Orders
Vinoshipper does not support order edits of any kind through the integration. If changes to an order are needed or if an error must be resolved, you must cancel the order on both platforms (Vinoshipper and OrderPort), then recreate it in OrderPort. Please note, you cannot go through this process if the order has already been shipped.
In OrderPort, cancel an order by going to OrderPort Admin > Customer Service > Order > Corrective Actions > Full Refund.
This is also true when editing the fulfillment method. Editing a pickup order to be a Vinoshipper shipping order will cause the shipment to be made without the license.
Reporting for Vinoshipper Orders
In the Reports module, you can report on Vinoshipper or OrderPort orders exclusively by setting the handler.
Miscilaneous Notes
Vinoshipper 60% Maximum Discount
Vinoshipper enforces a strict rule against product discounts of over 60%. Using higher discounts will cause errors.
Samples Customers
OrderPort will not send orders created for customers with the Samples class to Vinoshipper. Please use a different customer.
Donations Customers
Since customers with the Donations class do not have a birthdate, Vinoshipper rejects these orders. Please use a different customer.
Errors and Troubleshooting
If an order receives an error, you must first resolve the error using the provided solution, cancel the order, then recreate it. Vinoshipper does not allow for resubmissions.
Error: Failed to pull shipping rates from Vinoshipper. Missing product(s) mapping(s): {SKU}.
Solution: The products must be mapped. Please see the Product Mapping section above.
Error: [Vinoshipper Shipping] Validation: you cannot override the price of product '{SKU}' because it's a multi-pack.
Solution: Multi-packs and collections are not supported with the VS ID mapping method. If you would like to use collections and multi-packs, please use SKU mapping instead.
Error: Cannot print labels for the PENDING order {Order Number}. This order has the following problems: "{Product Name}" has insufficient inventory.
Solution: The product is out of inventory within Vinoshipper. You must add inventory to the product. Since inventory is tracked in OrderPort, we recommend setting extremely high inventory counts within Vinoshipper.
Error: This order has the following problems: "{Product name}" is only available to club members.
Solution: In Vinoshipper, make the product available to all customer classes. Product discounts should be handled exclusively through OrderPort to prevent these errors.
Error: [Compliance] AGE_NOT_VERIFIED: We were unable to verify purchaser’s age. Purchaser must provide their own name, birthdate, and address for age verification purposes. If purchaser has recently moved, try using previous address or credit card billing address.
Solution: Vinoshipper has a compliance check for each billing address.
If the customer has an account in Vinoshipper, double check whether the customer data matches accross the platforms. If it matches, verify with the customer that the information is correct. Double check age, name, and billing address.
Error: [Compliance] invalid: The email is associated with another user.
Solution: Vinoshipper does not allow orders to be made for email addresses which have an account on the Vinoshipper Admin Portal. You must use an email which is not associated with a Vinoshipper user account.