Orders & refunds
Orders and refunds from Shopify arrive here automatically and are screened against the rules you've configured. If nothing looks unusual, they go straight through — only the ones that get flagged wait for a staff member to review.
Order processing
When an order with a completed payment comes in from Shopify, it's checked against the following rules (the default on/off state is shown in parentheses).
| Rule | What it checks | Default |
|---|---|---|
| Large amount | Order total is at or above a threshold for its currency (e.g. JPY 100,000 or more) | On |
| Payment not yet finalized | Payment is pending, awaiting authorization, partially paid, etc. | On |
| Large quantity | Any single line item has a quantity of 10 or more | On |
| New customer | Customer has few past orders | Off |
| Mismatched destination | Billing and shipping countries differ | On |
A flagged order shows up as an "Order Review" task in the Webtop Tasks app. Staff check the order details — cross-referencing Shopify if needed — and choose to approve or reject it. Rejecting an order cancels it in Shopify too, which triggers a refund and returns the stock.
An approved order becomes a "Fulfill Order" task. When staff enter the tracking number and record the shipment, that information is also sent back to Shopify. (Even if sending it to Shopify fails, the record here is kept and the process doesn't get stuck.)
If you want to turn off order screening altogether, go to the Webtop Commerce app → Workflows → Order review and disable it. With it off, every order is approved automatically. The same automatic approval happens if the settings can't be loaded correctly, so processing never grinds to a halt.
Refund processing
This receives notice after a refund has already been processed in Shopify, then records and screens it. It's purely a record-keeping and fraud-monitoring check — it doesn't issue refunds or send anything back to Shopify (the refund itself is already complete on the Shopify side).
| Rule | What it checks | Default |
|---|---|---|
| Large refund | Refund amount is at or above a threshold for its currency (e.g. JPY 50,000 or more) | On |
| Full refund | Refund amount is equal to or greater than the original order total | On |
| Stock not returned | Marked as a return, but the stock wasn't put back | On |
A flagged refund becomes a "Refund Review" task. When staff review it and acknowledge it, the refund status on the original order is updated. If you'd rather skip this check, go to the Webtop Commerce app → Workflows → Refund review and disable it — every refund will then be recorded and acknowledged automatically, with no review step.
Notifications
Whenever a review task is created, a notification goes out on every channel you've enabled (Slack, Discord, Microsoft Teams, LINE, email, or a generic webhook). The notification spells out why the item was flagged.
Enabling it (dormant by default)
Order and refund screening is always running behind the scenes, but nothing will actually arrive until you complete the setup below.
- Connect to Shopify (Webtop Commerce app → Connection → Shop): fill in the four Admin API fields. This is required if you want shipment details to be sent back to Shopify. (Refund review doesn't use the Admin API, so if you're only using refund recording and screening, this step isn't required.)
- Register webhooks (Commerce app → Connection → Webhooks): enter your callback URL and click the button, and Shopify will be set up to send order, refund, and other notifications, all in one go. See "Integration & ingestion" for the steps.
- Notification channels (Commerce app → Connection → Notifications): every channel ships disabled, so turn on at least one that you plan to use. Tasks are still created even without a notification channel enabled — staff just won't be alerted about them.
Screening is on by default. Once you've completed the connection and notification setup above, screening starts right away using the built-in rules — unlike inventory alerts, there's no threshold to decide on first. If you'd rather have everything auto-approved, turn off each rule's "on" setting.