Preferences

Preferences are the runtime toggles for PO behaviour — the dials your operator flips to adjust how Logistified syncs, what’s tracked, and which defaults are pre-selected. They live alongside the rest of the PO settings but get their own page here because picking the wrong combination has visible effects on Shopify and the receive flow.

For the configuration surfaces (tax rates, templates, tags, etc.), see Settings.

Where preferences live
Auto-confirm quantities
Split delivery date
Auto paid when completed
Count payment tax and tariff toward paid status
Label export preference
Auto-sync to Shopify on receiving
Block sync to Shopify
Auto sync costs on completion
Update Unit Cost
Incoming inventory tracking
PDF totals
Default line-item sort
Dialog group and sort defaults
See also

Where preferences live

Settings → Purchase Orders → Preferences (a tab inside the PO settings page). All toggles are saved per shop.

Auto-confirm quantities


Default	Off
What it controls	Whether confirmed quantity is kept equal to ordered quantity for you.

When enabled, the confirmed quantity always matches the ordered quantity and per-line confirmation is skipped: the Confirm Items menu offers only Quick Confirm, which sets confirmed = ordered and moves the PO straight to In Progress. After confirmation, changing an ordered quantity updates the confirmed quantity automatically, and the confirmed-quantity column in Bulk Edit is disabled (“Auto-confirm is enabled. Confirmed quantity always matches ordered”).

Turn it on when your suppliers always ship what was ordered and per-item confirmation is noise. Leave it off when you need to record short confirmations and rejections line by line.

Split delivery date


Default	Off
Where it shows	PO overview table and detail page’s order information card

When enabled, the PO list and detail page show the source of the delivery date — “Requested,” “Expected,” or “Estimated” — instead of the generic “Delivery Date” label. The displayed value still follows the same precedence (Requested → Expected → lead-time estimate); only the label changes. The edit dialog is unaffected.

Use it when your team needs to distinguish at-a-glance between dates the supplier promised, dates you asked for, and dates derived from lead-time math.

Auto paid when completed


Default	Off
Where it shows	The Paid badge, the paid/unpaid filter on the purchase orders list, and the export’s Paid Status column.

When enabled, a purchase order is treated as fully paid the moment it reaches Completed — regardless of recorded payments. The Paid badge, the list filter (All Payment States / Paid / Unpaid), and the Paid Status column in data exports all report it as paid; the export’s Amount Paid and Outstanding Amount columns are unaffected and keep summing actual payments. The Fully Paid Date is stamped on completion if it isn’t already set.

On a Completed PO with this preference on, the “Mark as fully paid” checkbox on the Payments card shows as checked and disabled (“Auto-paid. PO is Completed”) — Completed alone forces the paid state.

When disabled (the default), paid status follows only the “Mark as fully paid” flag and recorded payments covering the order total — a Completed PO with no payments recorded shows as unpaid until you record one or mark it paid by hand.

Turn it on when your team treats “Completed” as the signal that payment is settled (e.g., payment is handled entirely outside Logistified before you close the order). Leave it off when payment and receiving are tracked independently.

Count payment tax and tariff toward paid status


Default	Off
Where it shows	The Paid badge, the paid/unpaid filter, and when the Fully Paid Date is auto-set.

The full toggle name is “Count recorded payment tax and tariff toward the paid status.” When off, only each payment’s Amount counts toward covering the order total; when on, each payment counts as amount + tax + tariff. Pick the mode that matches how you fill in the payment dialog — see Payments → Counting payment tax and tariff toward paid status for the full behaviour, including the export exception.

Label export preference


Default	PDF
Options	PDF / CSV / XLSX
Where it shows	Pre-selects the output format in the label print dialog (on POs and TOs). Also determines the format used when quick-printing labels from the receiving dialog.

Picking PDF opens the browser print dialog. CSV and XLSX trigger a file download. Pick whichever matches your physical-label workflow — sheet printer (PDF) or flat-file ingestion into a label-printer system (CSV/XLSX).

See Exports → Label sheet PDFs for the format details.

Auto-sync to Shopify on receiving


Default	Off
What it controls	Whether Receive Manually also runs the Shopify sync step automatically.

This is the most impactful preference for the receive flow. With Auto-sync off (default):

Receive Manually records the receipt in Logistified, but does not push Shopify on-hand. You click Sync to Shopify when ready.
Shopify incoming is reconciled when that sync runs, so Shopify may still show earlier incoming until you sync.
Quick Complete still pushes on-hand (its whole purpose is one-click receive + sync + complete).

With Auto-sync on:

Receive Manually also pushes on-hand to Shopify and reconciles incoming after every save.
Behaves the same as Quick Complete’s push step, but on a per-receipt basis.

When to turn it on: Your team trusts the receive numbers entered in Logistified and you want Shopify to reflect on-hand the moment you save. Common for warehouses that receive in real-time at the dock.

When to leave it off: Receivers enter rough numbers first and reconcile later. You want a final review step before Shopify’s on-hand changes. Cross-team accountability matters and you want Sync to Shopify to be a deliberate action.

Block sync to Shopify


Default	Off
What it controls	Whether Logistified is allowed to push available (on-hand) quantity to Shopify from purchase orders at all.

When Block sync to Shopify is on:

The Sync to Shopify button on a PO is disabled and shows an explanatory tooltip.
Quick Complete still completes the order and records received quantities — but it skips the Shopify on-hand push.
Auto-sync to Shopify on receiving is automatically turned off (the two settings conflict — enabling Block sync prompts a confirmation before disabling Auto-sync).
Reversals — unreceiving quantities or deleting a line — still correct Shopify’s on-hand. Only the forward sync is blocked.
Shopify incoming tracking is not affected; PO status changes still update Shopify’s incoming field as usual (unless you’ve also turned off incoming tracking separately).

When to use it: your warehouse uses a 3PL, a separate WMS, or another integration that owns Shopify’s available inventory. Blocking the sync from Logistified prevents double-counting or conflicts with that other system. You still get the benefit of tracking PO progress and receiving quantities inside Logistified.

Auto sync costs on completion


Default	Off
What it controls	Whether completing a PO writes its line costs back to Shopify and/or the supplier catalog.

When enabled, completing a purchase order updates the cost targets you tick:

Sync Shopify cost and Sync supplier cost — independent checkboxes; either, both, or neither.
Cost source per target — Direct cost or Landed cost.
Method per target — Set new, Simple average, or Weighted average.

Weighted average blends the stock you already held with what this PO just brought in, weighted by quantity. It’s computed against the stock level recorded right before this PO’s first receipt (not whatever’s on hand at sync time), so a PO received across several partial deliveries doesn’t get double-counted. Older receipts made before this snapshot existed use on-hand stock at the first weighted calculation as an approximate basis; that quantity is saved and reused on later updates — the manual Update Unit Cost dialog flags this on the PO so you know to double-check it, particularly if the PO was replenishing stock that was previously at zero.

Completion stops if costs or a required exchange rate cannot be resolved, so the PO stays in its current status until you fix the missing data.

One case never stops it: with Simple average or Weighted average, a cost is auto-synced at most once per order per target. If a line’s Shopify or supplier cost was already synced from this same order — for example you’re completing it again after reopening it — that line is skipped instead of blocking completion, and the completion (and Quick Complete) dialog tells you how many lines will be skipped before you confirm. Set New Price has no such limit and always re-writes the cost. To push a skipped line’s cost by hand, use Update Unit Cost.

Update Unit Cost

The preference above runs at completion. To push a purchase order’s costs out by hand — at any point from In Progress onwards, and still on a Completed order — open the order’s Actions menu and choose Update Unit Cost. It uses the same three methods, but shows you every number before anything is written.

Step 1 — Review costs

A table lists each variant on the order with its Current costs (the Shopify cost and the supplier cost), the PO cost (editable, so you can correct a price before it propagates), and the New costs the chosen method produces. Tick only the rows you want to update — Select all / Deselect all is in the footer.

Pick the Method:

Set New Price — replace the current cost with the PO cost outright.
Simple Average — (current cost + PO cost) / 2.
Weighted Average — blends the stock you already held with the units this PO received, weighted by quantity. Rows with no received units are skipped (Skipped: no received units), and the option is unavailable when nothing in your selection has been received.

A Use landed cost switch appears when the order has landed cost available, so the update can carry freight and duties rather than the bare purchase price.

Under each row’s current costs you may also see a Last Shopify cost update / Last supplier cost update line. It describes the outcome Logistified has on record for the newest cost update this order made to that target, with a UTC timestamp: Applied shows the amount the target confirmed; Requested … · outcome not yet recorded means the update was sent but no confirmation has arrived yet; Requested … · outcome unconfirmed means an attempt was made and no usable confirmation came back; Not applied means the target refused it. Read the two “Requested” states carefully: neither proves the update did not go through — the cost may already have changed — so compare the current cost shown above the line before re-running an averaging update. When you confirm, Logistified also checks (for orders created since cost tracking was introduced) that the costs you are about to push are arithmetically consistent with the inputs shown in the preview and asks you to reload if they are not; this is a consistency check on the preview, not a detection of every change another tab may have made to the order since it loaded.

Two things the review step tells you that are easy to get wrong otherwise:

The original recorded price. Under each row’s current costs, Logistified shows the original Shopify basis and original supplier basis — the price recorded the first time this order updated that cost. Every later run averages from that original, so re-running the dialog never averages its own previous answer into an ever-drifting number.
The last cost update. When a variant has been updated before, the Last Shopify cost update / Last supplier cost update line described above tells you the outcome on record. If an earlier attempt didn’t go through, you can see that here before deciding to run the update again.
When the stock basis is an approximation. Weighted Average is meant to use the stock recorded immediately before this order’s first receipt, so received units are counted once. For older orders where no such baseline exists, it falls back to on-hand stock at the first weighted calculation, freezes that figure, and says so: “Some items use current on-hand stock because no receipt baseline was recorded… If this PO replenished empty stock, use Set New Price with landed cost.” Each row spells out its own basis — for example Stock 40 (before receipt) + PO received 60. A row whose stock basis conflicts is badged Weighted unavailable: conflicting stock instead of blocking the dialog, so Set New Price stays available for it.

Currency conversion

When the order’s currency differs from your shop currency, a Convert currencies switch appears — on by default, because Shopify stores costs in your shop currency and an unconverted push would be wrong. Supplier costs always stay in the order’s currency.

The Exchange rate field — read as “1 unit of your shop currency = X of the order’s currency” — pre-fills from the rate saved on the order when it has one, and otherwise from a live reference rate, which only ever fills an empty field. While it loads you see Loading live exchange rate… rather than a validation error; if the lookup takes too long the field says Live FX rate timed out. Enter it manually. Shortcut buttons let you snap back to the rate Fixed on PO or to the Live rate, and you can always type your own for this one update.

Step 2 — Confirm & update

Choose where the costs go — Update Shopify inventory item cost, Update supplier variant cost, or both — and confirm. A summary repeats the item count, the method, whether the source was unit cost or landed cost, the conversion being applied, and the targets; items that are already in sync are flagged as about to be re-synced. An exchange rate is only required when Shopify is one of the targets.

If the costs you are about to push are no longer consistent with the inputs shown in the preview when you confirm, the update is refused with a message asking you to reload the cost preview (for example The cost preview is stale. Reload and try again.). Reload the order and reopen Update Unit Cost to see the current numbers.

Incoming inventory tracking


Default	Off
What it controls	Whether Logistified writes to Shopify’s `incoming` inventory at all.

When enabled, Shopify’s incoming inventory is updated by PO status changes, line-item quantity changes, and receive syncs (the table in Side effects → Inventory effects applies).

When disabled, Logistified still tracks pending and received quantities, but doesn’t touch Shopify’s incoming field. Useful when another system owns Shopify’s incoming write or when you’re debugging a drift problem.

PDF totals

Two toggles that control which lines appear in the totals section of exported PDFs:

Show shipping cost — display the PO shipping amount in the PDF totals.
Show additional costs / discounts — display additional costs or discounts in the PDF totals.

Both default off, so a fresh shop’s PDF totals show neither line. Turn them on when you want shipping and additional costs itemised for the supplier; leave them off — e.g., when shipping is invoiced separately and shouldn’t appear on the order doc.

Default line-item sort


Default	Product title, ascending
Options	None · order added / Product title / Variant title / Shopify SKU / Supplier SKU / Shopify barcode / Supplier barcode / Quantity ordered / Unit cost / Status / Expected delivery date
Direction	Ascending or Descending
Where it shows	The line-item table when you open a purchase order; also applies to exported PDFs and spreadsheets.

Sets the column used to order line items when you open a purchase order. Choose None · order added to keep items in the order they were added (the ascending/descending toggle is disabled in this mode).

This is a shop-wide preference — all POs open with the same default sort. You can re-sort interactively on the detail page at any time; the preference only sets the starting order.

Dialog group and sort defaults


Default	Ungrouped; unsorted — each dialog opens in the order’s own line-item order
Group options	None / Vendor
Sort options	None · order added / Product / Variant / SKU / Quantity
Direction	Ascending or Descending
Where it shows	The Receive Quantities and Confirm Items dialogs, applied the moment either one opens.

Two controls — Dialog group by and Dialog line-item sort — set how line items are grouped and sorted when you open the Receive Quantities or Confirm Items dialog on a purchase order. Quantity sorts by whichever quantity that dialog displays: confirmed quantity in Receive Quantities, ordered quantity in Confirm Items.

This is separate from Default line-item sort above, which only affects the line-item table on the PO detail page, not the dialogs. You can still change the grouping and sorting inside either dialog after it opens — search, group, and sort choices reset to your saved default the next time you open it.