Order Ingestion

Order Ingestion is how orders enter Sellfern. Every order that flows through costing, fulfillment, and reporting begins here. You can bring orders in from Gmail, a CSV file, or manual entry depending on how your team works. In the sidebar, the Order Ingestion menu is split into three groups: Ingest (the import methods), Review (Failed Ingestions, Out of Balance, Store Mismatch — with red/amber alert counters), and History (Sync History).

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Etsy Browser Extension

For Etsy sellers who want to sync orders directly without setting up Gmail Live Sync, Sellfern provides a Chrome/Edge browser extension. This extension scrapes orders directly from the Etsy Mission Control API in your browser session and pushes them to Sellfern.

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Setup and Configuration

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Syncing Orders

1. Navigate to your Etsy Shop Manager or any Etsy page in the same browser.
2. Click the Sellfern extension icon to open the popup.
3. Select the Order State (e.g., New, Completed) and Completed Date timeframe if applicable.
4. Click Fetch Orders to load orders from Etsy.
5. Review the orders in the preview table, then click Push to Sellfern to ingest them.

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Gmail Live Sync

Gmail Live Sync connects a Google account to Sellfern and periodically scans that inbox for Etsy order confirmation emails. Each matching message is parsed for order data — buyer, items, SKUs, totals — and turned into an order automatically, on the schedule and search window you configure. Messages that don’t parse cleanly land in Failed Ingestions instead of blocking the rest of the batch.

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CSV bulk import

CSV bulk import, called Legacy Bulk in the app, lets you upload historical or spreadsheet-based orders.

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Etsy Invoice Processor

The Etsy Processor converts Etsy invoice PDFs into production sheets and enriches missing data.

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Manual entry

Manual Entry lets you create or update a single order directly in Sellfern. Use it for custom orders, phone orders, wholesale work, corrections, and resolving failed ingestions or out-of-balance records. Key behaviors:

• Order ID is required.
• At least one line item is required.
• Refund amount cannot be negative. Enter the deduction amount as a positive value.
• If the store field is blank, Sellfern uses Manual Entry as the store name.
• If the customer name is blank, Sellfern uses Walk-in.
• Currency defaults to USD.
• Subtotal, shipping, tax, and discount changes automatically recalculate the total.
• An item’s status becomes Complete when a base cost is provided; otherwise it stays Pending Cost.

To load and edit an existing order, enter the order ID and click the load action. Sellfern populates the form so you can make targeted corrections.

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Reviewing imports

After any import method, use the Failed Ingestions and Out of Balance review tabs to catch and fix problems.

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Failed ingestions

The Failed Ingestions tab lists source records that could not be parsed into orders. From here you can review the raw record and error context, open a failed record in Manual Entry, or delete failures that are no longer needed. When you resolve a failed ingestion through Manual Entry and save successfully, Sellfern deletes the failed-ingestion record automatically.

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Out of balance

The Out of Balance tab lists orders whose recorded totals do not match the detailed order math. Use the store filter, date range, and pagination controls to narrow the list, then open an order in Manual Entry to correct totals or line items.

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Store Mismatch

The Store Mismatch tab (Admin only) lists orders whose store name does not match any store configured in Settings → Stores — usually a typo in the source data or a store that hasn’t been created yet. Reassign the order to the correct store so per-store reporting stays accurate.

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Sync History

The Sync History tab records every sync/import run, its timestamp, status, and record counts — use it to verify whether a batch was imported and whether it produced errors.

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Automation and API guidance

For supported public automation patterns, use the V1 developer documentation rather than internal app routes. Start with the developer quickstart or the API Reference.

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Troubleshooting