CSR and Pre-press roles when online orders are submitted
Online orders will come into the team email with the subject line:
"[Leapin Lizard Labels] Order LLL - #### placed by (client's name)"
Shopify:
- To find the order details, click the green "View Order" button at the top of the email.
- Shopify will open and show the client's information, the order's specs, the price they paid, and the shipping address.
Building an order:
- New -> New Order - enter the company name, creating a new company if needed.
- Description: "Online Order ____"
- Enter the pricing information as normal - size, material, quantity - matching the order details from the Shopify order
- If there are notes made by the customer, add them to the Description box in the Cyrious order form.
- Adjust the price for each line item to match Shopify. Cyrious and Shopify need to match!
- Add promotions under the "Promotions" tab with the amount and description from Shopify
- Add online rewards in the "Online Rewards" tab (usually a jumble of letters and numbers, up to $10)
- Production Tab -
- Station: Waiting On Approval
- Due Date: 01/01/2026
- If shipping, add a shipping line (Select UPS Ground for the shipping method, Estimated Ship Date: 01/01/2026)
- User Defined Fields Tab -
- Difficulty: Normal
- Save as Order + Accept Payment as EFT
The email is moved to !!W.I.P (unassigned) for the designers to process the order.
The artwork for each order can be found HERE. A folder is automatically created when the client submits their request and is labeled with the Shopify order number.
Designers will send a digital proof to the client for approval.
The client pays in Shopify, so if any changes need to be made (they chose the wrong material or size), designers will send them an invoice with the remaining balance if the new amount is more than they paid, or a "credit" in the form of a Shopify store discount will be emailed to them if the new amount is less. -Kristina (or Robby, if Kristina is OOO) creates the discount codes - run all requests by her.
Upon approval, the order is put into production. The due date is based on when the order is approved, not when it is initially submitted and paid for in Shopify.
Press proofs for online orders:
If a client has paid for an online order and wants proofs first, DO NOT charge.
Refunding an online order:
We will refund a client's order if they decide to cancel the full order.
The refund is processed in Shopify after the order has been entered and payment is accepted in Cyrious.
When processing a refund, we will calculate 6% of the total they paid and exclude that from the refund total. This is because Shopify charges us 3% in credit card fees when the customer places the order and another 3% to refund them.
The order will be refunded to EFT in Cyrious - ask Cody for help.
Notes:
- Pricing includes shipping and may be higher than placing an order via email. We will not be refunding orders if there are complaints that the total is higher than normal as they see the total upfront before they pay.
- Clients who have set pricing will not receive that pricing online. We can let them know to place orders via email instead to receive their special pricing.
- HERE is a spreadsheet that will help with tracking the progress of each online order.
- CSR will mark the order with a green checkmark in Slack when it is entered into Cyrious.
- Reach out to Kristina with any questions!