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.

What completion tells you about costs. The green Purchase order completed message adds “Shopify costs for N items are being updated in the background.” when the Shopify writes are still on their way; that is normal, not a warning. If some costs could not be updated, you see Order completed, but some costs need attention with one line per cause, for example “Cost update skipped for SKU-1 and SKU-2: Another cost update for this item is still running. Use Re-sync costs on the order once it has finished.” or ”… You can do this in 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.

The dialog walks through three labelled steps: Review, Confirm and Result.

Step 1: Review costs

Choose where the costs go under Update: Shopify cost per item, Supplier catalogue cost, or both. The table and the new costs follow your choice right away; an exchange rate is only needed while Shopify is one of them.

If your Xero items are set to Set new cost (see Xero items and purchase cost), a third choice appears: Xero item cost. It sends this order’s direct or landed cost per item to the linked Xero items of the rows you select, whether or not anything was received; the method and the costs you type here don’t change it. The confirm step lists it, and the result says how many Xero item costs are being updated.

A table lists each item on the order (title, with its SKU underneath) 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 cost the chosen method produces. Nothing changes until you confirm. Tick only the rows you want to update; Select all / Deselect all is in the footer.

Pick the Method:

Set New Price: the new cost is this order’s cost per unit.
Simple Average: halfway between the cost before this order arrived and the PO cost.
Weighted Average: blends the cost of the stock you had before this order with this order’s received units, by quantity.

A Use landed cost switch appears when the order has landed cost available. It adds this order’s shipping and other extra costs to each unit, so the update can carry freight and duties rather than the bare purchase price.

Under each row’s current costs you may see a Last Shopify update / Last supplier update line describing the newest cost update this order made to that target, for example updated to €15.00 (20 units, weighted average), already up to date, being sent, not confirmed yet or resolved: the current cost was kept by …. Not confirmed yet does not prove the update failed (the cost may already have changed), so compare it with the current cost before running an averaging update again.

If something needs your attention, one short message above the table says what happened and offers the one button that fixes it, and each affected row carries a small label:

Out of date: the order changed after you opened the window (for example a receipt or a cost edit). Logistified normally refreshes the numbers by itself, keeping your method, your selection and any PO cost you typed; if it still can’t catch up you get a Refresh costs button.
Waiting: an earlier cost update for the item is still running. The dialog checks again automatically for about a minute and unblocks the row on its own; after that, Check again.
Needs your decision: Logistified couldn’t confirm an earlier update. Check the cost in Shopify, then choose Keep current cost (or, while an earlier update is still waiting to be sent, Stop pending update) on the row; the row unblocks in place. On the confirm step, Skip these items lets you go on without them.
Averaging not possible: averaging isn’t possible for the item (for example its earlier cost history is incomplete). Switch to Set New Price switches the method for all selected items; you see the new numbers before confirming.
Couldn’t check: the cost couldn’t be checked just now. Nothing was changed; Try again.
Can’t be updated: for example the item no longer exists. Skip these items (or Skip this item) deselects them so you can continue with the rest.

On orders created before cost tracking, Weighted Average can also show Weighted not possible on a row (for example “This item was received at different stock levels, so a weighted average can’t be calculated. Use Set New Price or deselect it.”) with Switch to Set New Price above the table.

Next stays disabled while nothing you selected can be updated. If only one cost is affected (for example Shopify can’t be checked just now), untick it under Update and continue with the other.

On older orders created before cost tracking was introduced, two more lines can appear: the Original Shopify basis / Original supplier basis (the price recorded the first time this order updated that cost, which every later run averages from) and, for Weighted Average, a note when the stock basis is an approximation: “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.”

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. A rate you change is saved on the order when you click Next, and the costs are recalculated with it before you confirm.

Step 2: Confirm & update

A Changes list shows exactly what will be written, for example Widget · Blue · Shopify cost per item €10.00 → €5.50 (the first six, then “and N more”), and the button says what it does: Update 1 cost, Update 3 costs.

Step 3: Result

The result says plainly what happened: Costs updated, Costs already up to date, Some costs were not updated, Nothing was updated, or Not confirmed yet when Shopify hasn’t confirmed an update: the cost may already be applied, so open its Cost history to check before updating it again. Each item is listed once: Updated: €10.00 → €30.00, Already up to date, or the reason it wasn’t updated. When you can fix the cause in the review, Back to review takes you there. If the order changed while the update was being sent, nothing is written: you land back on the review with refreshed numbers and a short note, check them and confirm again.

Each item in the result also has a Cost history link. It closes this dialog and opens the item’s cost history: Cost in Shopify now, Last cost set by Logistified, the Cost after a re-sync, any earlier update that is still blocking the item (with Keep current cost / Stop pending update), and a note when the cost in Shopify was changed outside Logistified.

Update Unit Cost, Re-sync costs and Complete wait while the page is still saving your other changes, so a cost update never runs against half-saved numbers.

Re-sync costs

On a Completed order whose costs fell behind (for example a receipt was corrected after completion, or the last cost update was not written), a notice at the top of the order says what changed, such as “Received quantities on this order changed after its last cost update; re-sync costs to update the Shopify cost.”, with a Re-sync costs button beside it. Re-sync costs repeats the update your automatic cost sync settings would make. The result is counted plainly: “Costs re-synced: 2 updated, 1 already up to date.”, “2 of 3 costs re-synced” with the reason for the rest, or “Costs could not be re-synced”.

Re-sync costs needs automatic cost sync turned on with at least one cost selected. When it is off, the notice offers Update Unit Cost instead. The exception is Xero items in Set new cost mode: re-sync then still sends the order’s cost to Xero, even with Shopify and supplier cost sync off.

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.