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).

​

Browser Extension (Etsy & Shopify)

For sellers who want to sync orders directly without setting up Gmail Live Sync or a custom API integration, Sellfern provides a Chrome/Edge browser extension. It reads orders directly from Etsy’s Mission Control API or from the Shopify Orders page in your browser session, and pushes them to Sellfern — either platform, with optional scheduled auto-sync.

​

Setup and Configuration

​

Syncing Etsy orders

1. Open your Etsy Shop Manager tab in the same browser.
2. Open the extension popup, stay on the Etsy tab, and click Auto Detect — it reads your Etsy Shop ID and Store Name directly from the page.
   The detected Store Name must match one of the stores already created in Sellfern (Settings → Stores). If it doesn’t, the popup shows a warning and blocks Fetch Orders until the store is added.
3. Select the Order State (New or Completed) — Completed also lets you pick a Completed Date window (last 30/90/365 days, or all).
4. Click Fetch Orders to load a preview table, then Push to Sellfern to ingest them.

​

Syncing Shopify orders

1. Open admin.shopify.com/store/<handle>/orders in the same browser and let the page finish loading orders.
2. Open the extension popup, switch to the Shopify tab, and click Auto Detect — it reads the store handle from the URL.
   The detected handle is just a technical identifier, not necessarily your store’s display name in Sellfern. Under Map to Sellfern Store, select the matching store from the dropdown and click Save — Fetch Orders is blocked until this mapping is set.
3. Select an Order State (All, Unfulfilled, Unpaid, Open, Archived — the same tabs as Shopify’s own Orders page).
4. Click Fetch Orders to load a preview table, then Push to Sellfern to ingest them.

​

Auto-Sync

Each platform has its own Auto-Sync toggle — Daily at a set time, or Hourly on an interval — so orders push on a schedule without opening the popup.

​

Webhook & API Order Sync

Sellfern supports automated order ingestion via secure API tokens and Webhook endpoints. Once connected, an order posts to Sellfern the moment it’s created — no manual import, and it’s filed under the store you choose.

​

Setup

​

How syncing works

Once connected, each new order is sent to Sellfern as it is created, filed under the store name you set. Key behaviors:

• Orders are deduplicated on store_id + order_id, so an order is never recorded twice.
• Every sync is recorded in Sync History with real-time status tracking.

​

Shopify Order Sync

For Shopify stores, install the Sellfern OrderSync app from the Shopify App Store instead of building a custom webhook integration. It runs inside your Shopify admin under Apps → Order Sync and forwards orders to Sellfern automatically. Click Disconnect in the app’s Connection card to stop syncing and remove the stored token — this does not affect orders already synced to Sellfern.

​

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.

​

CSV bulk import

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

​

Etsy Invoice Processor

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

​

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.

​

Reviewing imports

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

​

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.

​

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.

​

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.

​

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.

​

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.

​

Troubleshooting