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
- Table of Contents
- Getting Started
- Setting up the Integration
- Orders Tab
- Fulfilling Orders
- Editing Orders
- Reporting for Vinoshipper Orders
- Miscellaneous Notes
- Errors and Troubleshooting
- FAQ's
Getting Started
Using this integration requires an existing account with Vinoshipper.
If you have an account, you can contact helpdesk@orderport.net and request that the integration to be enabled. Once enabled, you can proceed with setup. You can also watch this OrderPort University video.
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. Do not neglect fee items which are automatically generated for compliance (e.g. CA Bottle Fee).
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 the 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 appropriate 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.
Miscellaneous 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. The purchaser must provide their own name, birthdate, and address for age verification purposes. If the purchaser has recently moved, try using the 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 across 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.
FAQ's
Do I need to have my own account with Vinoshipper?
Yes. You will create an account with Vinoshipper first. The API credentials will be available within your Vinoshipper account once you complete their setup.
Does Vinoshipper store or ship wine?
Vinoshipper works with several fulfillment houses and warehouses. Vinoshipper provides UPS shipping.
Does Vinoshipper allow me to ship overseas?
No. Vinoshipper only works in the USA.
Which states does Vinoshipper cover?
Vinoshipper can help you expand to 40+ states, excluding Utah, South Dakota, Arkansas Mississippi, Rhode Island, and Delaware.
How is shipping calculated?
Orders sent with Vinoshipper will be shipped via UPS. Vinoshipper UPS rates are live and based off the size, weight, and destination of the order.
Do I need to have an account with UPS?
No. UPS rates will be provided by the integration with Vinoshipper.
Do I have to ship Vinoshipper order with UPS?
Vinoshipper partners with UPS along with additional fulfillment houses.
How do I migrate club members over?
At this time there is no bulk upload for members from Vinoshipper to OrderPort. All customer transfers including credit data must be done manually. If you are an implementation customer please contact your representative for more information about bulk uploading.
For uploading credit card data you can do this from payment processor to payment processor please contact the helpdesk@orderport.net.
How does Vinoshipper verify customer identity and age?
Vinoshipper uses an id verification software. When an order comes in, Vinoshipper will compare the customer email, name, and number against their records. If there is a deviation between the records, then Vinoshipper may return an error.
It is best practice to utilize accurate customer data for the name and age.
Please use only one name in the first name field for OrderPort customer records.
The following is an example of what to avoid:
Vinoshipper will compare "John and Jane" with "John" and this may cause an error.
How is sales tax calculated?
Vinoshipper will calculate sales tax for all orders using the integration. If you hold your own license for a state, OrderPort will calculate sales tax for that state.
Can I process all orders in OrderPort with the Vinoshipper Integration?
Yes. You will process all orders in OrderPort whether you use your own license or send orders through the Vinoshipper integration.
Can I print shipping labels in OrderPort for Vinoshipper orders?
Yes. The integration will allow you to print labels for Vinoshipper orders in the OrderPort Fulfillment module.
Why am I not getting the right number of labels?
Vinoshipper automatically generates shipping cost and package count estimates based on the contents in the order. If you are packaging your products in a way that is different than what Vinoshipper expects, you may get an incorrect number of labels. For example, for an order of x24 16oz cans, Vinoshipper will generate one label, because their settings dictate that two cans fill one slot in a 12-bottle case, even if you may need two labels to fulfill the order. Please contact Vinoshipper and they can add a label to the order manually: customerservice@vinoshipper.com
How much will I be charged by OrderPort?
OrderPort will not charge you extra fees for shipping with Vinoshipper.
How much will I be charged by Vinoshipper?
Vinoshipper fees are charged per transaction.
If you are new to Vinoshipper, you can view pricing rates here: https://www.vinoshipper.com/pricing/
If you currently use Vinoshipper and have questions about rates, contact a Vinoshipper representative.
How do I turn the integration on?
Once your Vinoshipper account is active, contact OrderPort's billing department to have the Vinoshipper module turned on. Then you will enter your credentials to complete the integration.
Can I still hold my own shipping license?
Yes. If you have your license for a state, you can use that while having Vinoshipper cover other states.
How do I cancel/refund an order?
First, check to see if the order has been shipped. If it hasn’t been shipped, then cancel the order in both Vinoshipper and OrderPort.
What is the process for editing an order?
Since Vinoshipper does not support order edits, you will need to cancel the order in OrderPort and Vinoshipper, then re-enter the order with the edits in OrderPort.
How do I change an order from ship to pickup?
To change the fulfilment method, cancel the order in both Vinoshipper and OrderPort, then re-enter the order in OrderPort.
How do I change an order from pickup to ship?
If you try to change it from a pickup order to a shipping order, the order will be shipped without the Vinoshipper license and will be returned by the carrier.
You will need to cancel the order in OrderPort, then re-enter it.
How does it work if I want to use Vinoshipper to ship from my home state, but still use my license for on-premise sales?
All pickup orders and on-premise sales still go through OrderPort which means nothing in your processes would change.
Who sends in compliance reports for pickup orders?
This is the responsibility of the winery. Please see our Vinoshipper Reporting document for additional help.
Will Vinoshipper be sending in all state compliance reports (for the orders shipped through Vinoshipper)?
Yes.
Will Vinoshipper be reporting and paying excise taxes?
It depends. Vinoshipper will report and pay excise taxes for all sales made through the integration in states where you do not hold the license.
How can I specify free shipping with a case or other shipping promotions (is this through Vinoshipper or OrderPort)?
Use OrderPort Discounting tools including Discount Rules.
Why am I missing a state in the "States" tab?
The listed states in OrderPort come from Vinoshipper. We pull the states from Vinoshipper API and which allows clients to choose only from the states Vinoshipper returns. The states returned by Vinoshipper are different from client to client based on how their account is configured in Vinoshipper portal. To obtain the additional states they would have to verify this with Vinoshipper.
What if I'm using Wineshipping for their ship orders?
Please contact Vinoshipper customer service who will provide a solution.
Who do I contact at Vinoshipper to get signed up?
CustomerService@Vinoshipper.com
Are there discount limitations when using Vinoshipper?
Yes. States require the collection and remittance of sales tax on all products shipped into their state. To stay in good standing with the state, Vinoshipper has set a limit on the maximum discount allowed on all products to 60%. This limit doesn’t apply to orders you ship directly.
Why isn't my order for samples fulfilled by Vinoshipper?
The Samples class is a special class in OrderPort, so a customer with this class will not be sent to Vinoshipper. You should create a new order with a different account instead.
How do I set up collections?
When you set up a collection make sure you are using all wine or all merchandise products. Mixing product types will cause errors in the sales tax rates. Your collection and multi-pack should have the same items in both bundles.
Once you set up the collection and multi-pack, do not map Orderport collections to Vinoshipper multi-packs. Instead, ensure that the products within the collection and multi-pack are mapped properly.
How do I fulfill an order for a Donations customer?
Since the donations customer class type does not support a field for birthdate, Vinoshipper cannot accept any of these orders. To resolve this issue, you can update the Donations customer class.
Go to OrderPort Admin -> Operations -> Customer Classes, then click Edit on the Donations class.
From here, change the class type to Consumer. You can now add a birthdate to your donations customer. Please note: This may affect reports if you filter by customer class type. You may wish to revert the change after the order is complete.
