Reservations, allocations and fulfilment

1. Paid online orders import with provider references, addresses, totals and product lines. POS matches remote mappings, then variant or product SKUs; unknown identifiers need correction rather than guesswork.
2. Reservation reduces available stock without reducing on hand. For 10 units with 2 reserved, 8 remain available; after fulfilling those 2, on hand is 8 and that reservation is released.
3. An order may be allocated across stores by priority. Fulfil only your store’s allocation, check the generated POS sale, and let the provider update run. Shopify supports line/location fulfilment; WooCommerce completes remotely after all local allocations finish.

Cancellations, refunds and safe retries

1. Cancellation or refund before fulfilment releases the affected reservation. A refund after fulfilment can create the linked local sale return and restocking. The online provider has already handled the shopper’s money; do not refund it again at the counter.
2. For allocation errors, fix unique SKUs, store mappings, available quantities or eligible batches, then Retry allocation. Check viewing and management permissions and the user’s store access.
3. If only provider fulfilment failed, fix its credentials, scopes or location and use Retry provider sync. Do not fulfil the local allocation again or delete the error record. Verify the sale and stock movement as well as the remote status.

Review the order and avoid duplicate fulfilment

• Review provider and remote order number, financial and fulfilment status, customer contacts and addresses, each SKU and ordered/fulfilled/refunded quantity, shipping, discounts, tax, totals and allocation errors.
• Only paid orders enter the normal allocation flow. Signed webhooks and repeated submissions are recognised, so a repeated event does not create another sale, reservation, return or fulfilment.
• Mark fulfilled rechecks store access, stock and eligible batches, then records the allocation’s sale and payment once. Use the configured online-order method to record funds already collected; do not charge the shopper again.
• A remote Completed badge alone does not prove local fulfilment. Verify the allocation, linked POS sale and stock movement; retry only the failed allocation or provider-sync stage after correcting its cause.