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Ship an order
When the warehouse ships an order, the marketplace has to be told, so that it shows the customer the parcel is on its way and gives them the tracking link. Stock Sync does this by itself: once the order's delivery is validated in Odoo and Odoo holds everything the marketplace needs, it tells the marketplace that the order is shipped, with the tracking number and the other details, and the order becomes Shipped. You do nothing in Stock Sync. You make sure Odoo has the details, and you look at the orders that wait.
Before you begin
Who can do this: anyone sees the shipping of an order; an Operator presses Mark shipped or Retry.
Which orders: orders of an ABOUT YOU account whose orders are Live and whose Ship orders setting is Preview or Live (see Account settings: Ship orders). eMAG and Fashion Days follow once Stock Sync reads their orders.
Time needed: nothing, usually. A minute for an order that waits.
What the marketplace needs from Odoo
Each marketplace has one way of being told, and needs its own details. Stock Sync reads them from Odoo; nobody types them into Stock Sync.
| Marketplace | Stock Sync tells it when | It needs, from Odoo |
|---|---|---|
| ABOUT YOU | the order's delivery (the OUT transfer) is validated | the tracking number on the delivery (or, when the delivery has none, the sale order's Tracking Nr.), and the return tracking number written as a note (below). The carrier is the one ABOUT YOU chose for the order. |
| eMAG, Fashion Days (later) | the delivery is validated and the invoice is posted with its PDF | the tracking number (the delivery's, or the sale order's Tracking Nr.), the carrier, the invoice PDF |
Writing the return tracking number and the carrier
Some details have no field of their own in Odoo, so you write them as a note: a message or a Log note on the sale order or on the delivery. Stock Sync reads them in any capital letters, with or without the word "number":
| Detail | Write it like this | Also understood |
|---|---|---|
| Return tracking number | Return Tracking number: 1Z999AA10123456784 | return tracking nr 1Z99…, RETURN TRACKING: 1Z99…, Return tracking # 1Z99…, Return-Tracking = 1Z99… |
| Carrier (only when the delivery has no delivery method) | Carrier: DHL Express | carrier name - DHL Express, CARRIER=DHL Express |
- When there are several such notes, the newest one counts.
- A note that says only
Tracking number: 1Z99…is not a return tracking number: the word Return is needed. - A tracking number with a space in it is refused, so a typo never reaches the customer: write it in one piece.
- A note with nothing after the colon counts as no note.
What happens
The warehouse packs the parcel, writes the tracking number on the delivery (the Tracking Reference field of the OUT transfer) and validates it, as today. When the delivery has no Tracking Reference, Stock Sync takes the Tracking Nr. of the sale order instead; the delivery's own number always comes first. The sale order holds only one number, so this works for an order shipped in one delivery: a backorder needs its own Tracking Reference. Whoever ships ABOUT YOU parcels also adds the note Return Tracking number: … to the sale order or the delivery.
Within 5 minutes Stock Sync sees the validated delivery and reads what Odoo holds for the order. Only the transfer that goes to the customer counts; picking and packing steps before it do not.
If everything the marketplace needs is there, Stock Sync tells the marketplace. On the order's page, under Shipping, the delivery shows Sending, then Sent, then Shipped, and the order becomes Shipped. ABOUT YOU tells the customer.
If something is missing, the delivery shows Waiting for Odoo and says what is missing. Stock Sync waits up to 2 hours after the delivery was validated, reading Odoo again every 5 minutes, because the tracking number or the note is often added a little later. As soon as it is there, it goes on by itself.
If it is still missing after 2 hours, the order goes to Needs attention with Shipping data missing in Odoo, and the sentence says what to add and where (see When the order needs attention).
An order shipped in two parcels (a backorder) is told to ABOUT YOU parcel by parcel: each validated delivery is a row of its own under Shipping, with its own items. Until the last parcel, the order shows Partly shipped · 1 of 3. The order is Shipped once every item that is not cancelled is shipped. If the rest will never ship, cancel its backorder in Odoo: see Part of an order cannot ship.
Mark shipped: do it now
Mark shipped, among the order's buttons, does the check at once instead of within 5 minutes. Use it when the customer is waiting for the tracking, or right after you fixed something in Odoo.
- If Odoo has everything: "Order … is being marked shipped at ABOUT YOU."
- If something is missing: "Order … cannot be marked shipped yet: something is missing in Odoo. The order says what." With Ship orders in Live, the order goes straight to Needs attention with Shipping data missing in Odoo, without waiting the 2 hours.
- With Ship orders in Preview, nothing is sent and the order stays as it is: "Order … is in Preview: Shipping shows what would be sent to ABOUT YOU.", or, when something is missing, the delivery under Shipping says what. Preview never puts an order in Needs attention.
- If Odoo has no validated delivery for the order yet, Stock Sync refuses and says so beside the buttons, for example "Odoo has no done delivery for SO51277 yet". Nothing changes.
Mark shipped is among the buttons for every operator. It works when the account ships from Stock Sync (Ship orders is Preview or Live). It is greyed, with the reason on hover, when Ship orders is Off, for an order that is not in Odoo, that is shipped already, that needs attention for another reason, whose shipment the marketplace refused (use Retry), or while a cancellation of it is running. You never type a tracking number into Stock Sync: Odoo stays the one place where it lives.
When the order needs attention
| Reason | What it means | What to do |
|---|---|---|
| Shipping data missing in Odoo | The delivery is validated, but something the marketplace needs is missing or wrong in Odoo, 2 hours after the validation (or at once after Mark shipped). The sentence names it: WH/OUT/04817 has no tracking number and SO51277 has no Tracking Nr., no 'Return Tracking number:' note on SO51277 or WH/OUT/04817, the tracking number on WH/OUT/04817 has spaces in it. | Add or correct it in Odoo. Stock Sync carries on by itself within 5 minutes and the order leaves Needs attention; Retry does it now. |
| Marketplace refused the shipment | The marketplace said no, for example ABOUT YOU refused item 79821905: Invalid tracking key, or did not answer after 5 tries (after 1, 5, 15 and 60 minutes). | Read its words. Fix the cause in Odoo and press Retry: Stock Sync reads Odoo again and sends once more. Or mark the items shipped in ABOUT YOU's Seller Center by hand: within a few minutes Stock Sync reads that from ABOUT YOU and the order becomes Shipped by itself, with no Mark resolved needed. |
| Shipping data missing in Odoo, WH/OUT/… holds product … that no item of the order resolves to | The delivery moved an Odoo product that no item of the marketplace order stands for (a kit's components, a product swapped in Odoo). Stock Sync cannot tell the marketplace which item it is, so it sends nothing for this delivery. | Mark the delivery's items shipped in ABOUT YOU's Seller Center by hand, then Mark resolved with a note. |
The note in Odoo
When shipping puts an order in Needs attention, Stock Sync also writes a note on the sale order in Odoo, so whoever works on the order there sees what to do without opening Stock Sync. It is an internal note: Odoo shows it in the chatter of the sale order and sends it to nobody, the customer included. It says why the order waits, what is missing (or the marketplace's words when it refused the shipment), and how to put each detail into Odoo. For example:
text
[Stock Sync] Needs attention: Shipping data missing in Odoo
Order ayde-139-1001 cannot be marked shipped at ABOUT YOU DE yet: Odoo lacks what the marketplace needs.
Missing:
- WH/OUT/04817 has no tracking number and SO51277 has no Tracking Nr.
- no 'Return Tracking number:' note on SO51277 or WH/OUT/04817
How to add it in Odoo:
- Tracking number: write it in the Tracking Reference field of the delivery (the OUT transfer). For an order shipped in one delivery, the Tracking Nr. field of this sale order also counts.
- Return tracking number: add a Log note to this sale order or to the delivery, written like this:
Return Tracking number: <the return tracking number>
Stock Sync reads Odoo again every 5 minutes and goes on by itself once everything is there; the order then leaves Needs attention. Retry on the order in Stock Sync does it at once.
(Stock Sync ref …)- Write the details as the note says, in your own Log note or field: Stock Sync never reads its own notes, so editing or replying to this note does nothing.
- A note each time the order enters Needs attention for a shipping reason, and a new one when what it waits for changes (you added the tracking number, the return tracking note is still missing): the newest note says what is still missing. Nothing for the other reasons.
- If Odoo is down at that moment, there is no note; the order in Stock Sync still says what is missing.
While the order waits for one of these, it is not cancelled or changed otherwise. If it already waits in Needs attention for another reason, the shipping waits too. When that reason clears by itself (Odoo's change is undone, a cancellation ends), the shipping goes on by itself. But an order that waits with Changed after import only leaves Needs attention by Mark resolved, which ends it: Stock Sync then sends nothing more for it, so mark its remaining items shipped in ABOUT YOU's Seller Center by hand.
Shipped by hand in Seller Center
If someone marks some of an order's items shipped in ABOUT YOU's Seller Center before the delivery is validated in Odoo, Stock Sync sees it before it sends and sends nothing twice: the items already shipped there are left out of the shipment, only the remaining ones are sent, and the order becomes Shipped once every item that is not cancelled is shipped. If every item of a delivery was shipped by hand, the delivery shows Already shipped and the activity says Already shipped at the marketplace — nothing sent. That holds for a delivery still Waiting for Odoo too: it never goes to Needs attention for details nobody needs any more.
An order whose items were all marked shipped by hand simply becomes Shipped as soon as Stock Sync reads it from ABOUT YOU (within 2 minutes), or at the latest when it next looks at the order's deliveries; it needs no Shipping row. The same happens while Ship orders is Off, and for orders staff shipped by hand before Ship orders was switched on.
If Odoo's delivery holds more units of a product than the order has items left for, the extra units are left out and the activity says so, for example 1 unit in the delivery had no item of the order left to ship. A delivery with no item left at all reads Nothing to ship.
Preview first
With Ship orders in Preview, Stock Sync does everything above except telling the marketplace: under Shipping each validated delivery says what it would send. Staff keep marking orders shipped in Seller Center. Read a few days of these before switching to Live.
What you should see
- A validated delivery appears under the order's Shipping within 5 minutes.
- In Live, an order whose Odoo details are complete is Shipped a minute or two later, and the activity says Shipped 2 items (tracking …).
- No order waits in Waiting for Odoo for more than 2 hours without going to Needs attention.