Orders
Shopify orders flow into Kayan automatically. You can also create B2B sales orders, POS sales, and manual orders directly in the platform.
How orders enter Kayan
When a Shopify order is placed, Kayan receives a webhook within seconds and creates a corresponding sales order. The order includes line items, customer details, shipping address, payment status, and fulfilment status — all kept in sync with Shopify in real time.
Kayan does not create duplicate orders. Each Shopify order is matched to a unique (org, Shopify order ID) pair. If the same webhook fires twice — a normal Shopify behaviour — the second delivery is safely ignored.
Order lifecycle
- Pending — the order has been received but not yet fulfilled or paid.
- Fulfilled — fulfilment confirmed by Shopify or manually marked in Kayan.
- Partially fulfilled — some line items have been shipped, others are still open.
- Cancelled — the order was cancelled. Any payments are marked for refund.
- Refunded — a full or partial refund has been posted and the books updated.
Revenue recognition
Kayan uses an accrual accounting model. When an order is placed, an Accounts Receivable entry is posted. When payment is confirmed, the AR is cleared against Cash or the relevant clearing account. This means your P&L reflects earned revenue, not just cash received.
Shopify Payments
Shopify Payments settlements are matched to orders automatically when you connect your bank feed. Any Shopify transaction fees are posted as an expense in the correct period.B2B orders
For wholesale and B2B customers, you can create sales orders manually from the Orders page. B2B orders support:
- Custom pricing and payment terms (net 30, net 60, etc.).
- Multiple delivery addresses per order.
- Partial shipments with automatic partial invoicing.
- Custom discount lines and notes.
- AR aging tracking so overdue invoices surface automatically.
POS sales
Point-of-sale transactions (Shopify POS, or other connected POS systems) are ingested the same way as online orders. Each sale posts a journal entry crediting sales revenue and debiting the cash or card clearing account.
Refunds
Refunds initiated in Shopify are picked up by webhook and posted to the books automatically. A refund credits the customer (Dr Sales Returns / Cr Cash or Shopify clearing). Inventory adjustments from returned items are also posted if the Shopify return includes restocked units.
Manual refunds
If you process a refund outside Shopify (e.g. a bank transfer directly to the customer), record it as a manual credit note in Orders → Refunds so the books stay accurate.Fulfillment tracking
Fulfillment events from Shopify — shipped, out for delivery, delivered — update the order status in Kayan in real time. You can also create fulfilment records manually for orders not fulfilled through Shopify.
If you use Bosta for last-mile delivery, Kayan's Bosta integration pushes tracking numbers and delivery events back to the order timeline automatically.