Platform Orders
Prerequisites
- E-commerce platform stores have been authorized in the system (see Platform Authorization).
- Product matching has been completed (mapping between platform SKUs and system SKUs, see Product Matching).
- Sufficient available inventory exists for the relevant products (see Product Inventory).
Objective
Sync orders from e-commerce platform stores, assign warehouses and logistics channels to orders, and automatically generate outbound orders upon approval for warehouse fulfillment.
Entry: Left Navigation → Outbound Management → Platform Orders
Step 1: Sync Platform Orders
Automatic Sync
- After a store is first authorized, the system automatically pulls orders placed within 3–5 days from the store creation date.
- The system then periodically syncs new orders automatically (not real-time).
Manual Sync
To retrieve the latest orders immediately:
- On the Platform Orders list page, click the 「Manual Sync」 button in the upper-right corner.
- In the pop-up panel, check the stores you want to sync.
- Click the 「Sync」 button to start pulling orders.
Note: For Rakuten Ichiba, orders that have been fully paid must have the "注文確認" (Order Confirmation) button clicked in the store backend before they will be synced.
Successfully synced orders will appear in the "Platform Orders → Pending" list.
Step 2: Edit Order Information
In the "Pending" list, find the order you need to process and click the 「Edit」 button on the right to enter the order editing page.
2.1 Confirm Basic Information (Read-only)
Verify the following information automatically retrieved from the platform:
- Platform order number, platform name, store name
- Buyer name, buyer email, order notes
2.2 Set Warehouse and Logistics Information
- Specify Carrier (optional): Select a delivery logistics channel from the dropdown.
- Specify Delivery Date (optional): Select the desired delivery date.
- Specify Time Slot (optional): Select the desired delivery time slot (Morning / 14:00-16:00 / 16:00-18:00 / 18:00-20:00 / 19:00-21:00).
2.3 Confirm Recipient Information
- Verify recipient name, phone, postal code, prefecture, city/district/town, address line 1, address line 2.
- After entering the postal code, the system will attempt to automatically resolve the prefecture, city/district/town, and address.
2.4 Confirm Product Information
- Verify the platform SKU (read-only) and the automatically matched system SKU.
- Confirm product name and quantity (quantity can be modified but must not exceed available inventory).
- To add a product, click 「Add Product」 to manually add a SKU.
- To remove an unnecessary product line, click 「Remove」 on that line.
2.5 Save
- Click 「Save」: Saves changes only, does not trigger approval; the order remains in the "Pending" list.
- Click 「Approve」: Saves changes and submits for approval (proceeds to Step 3).
Step 3: Approve Orders
The system supports both manual approval and automatic approval modes. Above the platform order list, you can configure automation rules by checking options:
- API Order Auto-Approval: When checked, orders automatically pulled via API will directly enter the system validation stage without manual approval for each order.
- Auto-Submit to Warehouse on Approval Success: When checked, approved orders will be automatically submitted to the warehouse for fulfillment without needing to go to the dropship list for manual operation.
Tip: Enabling both "API Order Auto-Approval" and "Auto-Submit to Warehouse on Approval Success" achieves full-chain automation from "order sync → auto-approval → auto-submit to warehouse for shipping."
3.1 Approval Validation Rules
Whether manual or automatic, the system performs the following validations for every approval:
| Validation Item | Description |
|---|---|
| System SKU exists | Whether the platform SKU in the order has been matched to a system SKU |
| Sufficient inventory | Whether available inventory for each SKU meets the outbound demand |
| Recipient info complete | Whether required fields such as recipient name, phone, and address are filled |
- Approval Passed: Order status changes to "Processing"; the system automatically generates a dropship outbound order.
- Note: If "Auto-Submit to Warehouse on Approval Success" is not checked, you need to go to the Dropship Application list to submit manually.
- Approval Failed: Order moves to the "Exception" list; you can view the specific failure reason, correct it, and resubmit for approval.
Platform Order Status Descriptions
| Status | Description |
|---|---|
| Pending | Synced but not yet approved; recipient info, warehouse, and logistics can be edited |
| Processing | Approved; a dropship outbound order has been generated, awaiting submission to the warehouse |
| Shipped | Warehouse has completed outbound; tracking number has been returned |
| Cancelled | Order cancelled in the OMS system (does not affect the order status on the platform side) |
| Exception | Order approval validation failed; view failure reasons in the exception list and correct them |
Complete Workflow
Sync Orders → Pending → Edit (assign logistics / confirm recipient / confirm products) → Approve (or API auto-approve) → Processing (generate outbound order) → Dropship pending submission (or auto-submit) → Warehouse processing → Shipped
> Tip: After approval, go to the [Dropship Application](./dropship-outbound) list to submit the generated outbound order to the warehouse.