OrderPort and Vinoshipper integration: user guide

On this page

• Overview
• Prerequisites
• Setting up the API integration
• Order matching
• California CRV setup
• Processing fee setup
• Customer order emails
• Fees
• Frequently asked questions

Overview

The integration between OrderPort and Vinoshipper connects the two systems, giving OrderPort users access to Vinoshipper's sales tax and compliance services.

To see everything Vinoshipper offers, visit Vinoshipper.com.

The integration runs through an API built by Vinoshipper. Once it's plugged into OrderPort, the two platforms can communicate.

back to top

Prerequisites

Before starting the integration, make sure of the following:

1. You have an active account with both Vinoshipper and OrderPort.
   • Vinoshipper
   • OrderPort
2. Your products are uploaded and approved in both Vinoshipper and OrderPort.
   Note: The product SKUs in your Vinoshipper and OrderPort accounts must match exactly. This is crucial for accurate order matching across both systems.
3. In OrderPort, you have the Vinoshipper module activated by emailing helpdesk@orderport.net.

back to top

Setting up the API integration

1. Access the API key:
   1. Log in to your Vinoshipper account.
   2. An ACH form must be on file with Vinoshipper before transactions can be processed.
   3. Select Account in the top navigation bar.
   4. Click Integrations and select API Keys.
2. Generate and save an API key:
   1. Click Create New Key.
   2. Title your key and select which integration it's for.
   3. Click Create.
   4. Save the API key and secret key somewhere secure. You'll need to provide them to OrderPort to complete the integration.
3. Provide the API key and secret key to OrderPort:
   1. Log in to OrderPort and navigate to the Vinoshipper module.
   2. Enter the API key and secret key.
   3. Follow the steps provided by OrderPort to finish setting up the integration: Vinoshipper setup

back to top

Order matching

For the integration to work, OrderPort and Vinoshipper need identical SKU IDs and product information. Follow these guidelines:

1. SKU consistency: Make sure all SKUs in OrderPort match the SKUs in Vinoshipper exactly. Any mismatch will cause the order to fail.
2. Product information: Keep product information, like pricing and availability, updated in both OrderPort and Vinoshipper. This keeps product details accurate no matter which platform customers use.
3. Inventory: Set starting inventory to match in OrderPort and Vinoshipper, or set it higher in Vinoshipper.
4. Cancellations: If you cancel an order in OrderPort, it automatically cancels in Vinoshipper too.

California CRV setup

If you're sending orders to California through the integration, you'll need to set up a product item in Vinoshipper for the CRV. OrderPort processes CRV as a product item, so it needs a matching product in Vinoshipper.

1. Log in to your Vinoshipper account and go to Products > Product List.
2. Click New Product, then select Digital, then API Fee.
3. Use the same SKU in Vinoshipper as you use for the CRV fee in OrderPort.
4. Set the price at $0.10 and the inventory level at 10,000. OrderPort will override the price with its own calculation when it passes the order across.
5. Match the new CA CRV product in OrderPort.
6. (Optional) Recreate and run the order in OrderPort.

Processing fee setup

If you're charging customers a processing fee as a percentage of the total order value in OrderPort, you'll need to set that fee up in Vinoshipper as a product. Follow these steps:

1. Log in to your Vinoshipper account and go to the product list.
2. Click New Product, then select Digital, then Digital (Taxable) or Digital (Non-Taxable).
3. Use the same SKU in Vinoshipper as you use for the processing fee in OrderPort.
4. Set the price at $1 and the inventory level at 10,000. OrderPort will override the price with its own calculation when it passes the order across.
5. Match the new processing fee product in OrderPort.
6. (Optional) Recreate and run the order in OrderPort.

back to top

Customer order emails

If you don't want customers to receive Vinoshipper's automatic order emails, like confirmations and cancellations, disable customer notifications from within your OrderPort account.

1. Log in to your OrderPort account and go to the Vinoshipper Configuration page.
2. Under Customer Notifications, make sure it says Disabled.
3. If the button is green and says Enabled, click it to disable notifications.

back to top

Fees

Vinoshipper fees are withdrawn from your bank account by ACH debit once a month. If you're an existing Vinoshipper client with sales, fees are netted off the funds payable to you, to the extent available, with any remaining balance debited to your account.

An ACH form must be on file with Vinoshipper before transactions can be processed.

OrderPort fees

• Monthly recurring OrderPort fees are provided by OrderPort when you join.

Vinoshipper fees

• In-state transactions, or transactions where the producer is the permit holder:
  • 1.85% of product selling price + $0.75/unit
  • 2.9% credit card fee. This only applies when using Vinoshipper directly. It doesn't apply to orders from a third-party integration.
• Trademark license agreement transactions: This applies when you're contracting with Vinoshipper to expand direct-to-consumer sales into states where you don't hold a DTC license.
  • Alcohol items: We pay you 90.25% of the product selling price.
  • Non-alcohol items: We pay you 95.25% of the product selling price.
  • Per-item fee: $0.75 per item.

back to top

Frequently asked questions

Set up & billing

1. Do I need an account with both Vinoshipper and OrderPort?
   • Yes, you must sign up and be approved with both platforms.
2. Do we need to set up a UPS account?
   • When you open an account with Vinoshipper, we open a UPS account for transactions done through the platform. You benefit from our negotiated UPS rates.
3. How are we billed for orders through Vinoshipper?
   • Vinoshipper fees, including taxes, shipping, and software fees, are withdrawn from your bank account by ACH debit once a month. If you're an existing Vinoshipper client, fees are netted off the funds payable to you. Contact customerservice@vinoshipper.com for an ACH form.
4. If I cancel an order in OrderPort, does it cancel in Vinoshipper too?
   • No. When you cancel an order in OrderPort, you also need to log in to Vinoshipper and cancel it there. The integration doesn't cancel orders on both platforms automatically.

Orders

1. Which platform sends the customer an order notification?
   • All customer notifications are sent from the OrderPort platform.
2. The order number looks different in the two systems. Why?
   • In Vinoshipper, we add a prefix to order numbers to identify them as OrderPort transactions.
3. Why do I get an email from both Vinoshipper and OrderPort when I process an order?
   • This is normal. It's a crosscheck confirming the order went through on both systems.
4. What happens if a customer's order is damaged or lost in transit?
   • Vinoshipper submits a damage refund order. We refund the producer, you, and cancel the order on our side. You'll need to work out next steps with the customer directly.
5. How do I process samples & gifts when using an API?
   • Process the order as a cash order in your main platform. Or process it directly in Vinoshipper. See our guide: Processing trade sample orders & competition orders
6. An order failed because of insufficient inventory in Vinoshipper. What do I do?
   • Adjust the inventory in Vinoshipper. Orders don't automatically process when inventory is added retroactively. Reach out to your main provider for instructions on reprocessing the order.

Shipping

1. Do we need to ship from your warehouse, or do we fulfill from our own?
   • You fulfill orders from your own warehouse. Get in touch if you're using a fulfillment center.
2. Where do I access packing slips and shipping labels?
   • Packing slips and shipping labels are available in OrderPort.
3. Can orders be shipped to a UPS Access Point?
   • No. UPS Access Points aren't available on orders that come through the API. Orders sent to Vinoshipper from OrderPort ship to the delivery address on the order.
4. How do we manage flat rate shipping on our orders in OrderPort?
   • When an order is sent to Vinoshipper, Vinoshipper automatically pulls tax and shipping rates from UPS. Override the shipping rate in OrderPort to keep the flat rate for the customer.
5. What if UPS returns an order that went through the Vinoshipper integration?
   • If UPS does everything it's required to do to attempt delivery, Vinoshipper cancels the order on our side and charges the producer, you, any shipping fees for the order. You'll need to work out next steps with the customer directly.
   • If UPS returns the package incorrectly, we cancel the order and refund the producer in full. You'll still need to work out next steps with the customer.
6. The return address on the UPS label says Zerolink instead of our producer name and details. Why?
   • For compliance purposes, when Vinoshipper is the shipper, the return label shows Zerolink Markets, our corporate name. We can't change that. If you're shipping on your own producer permit, the label shows your name instead.

Compliance

1. What compliance checks does Vinoshipper do?
   • Vinoshipper age verifies all buyers and checks buyer volume limits, dry zip code exclusions, 9-digit zip tax calculations, alcohol tax variations, alcohol type restrictions, state-specific taxes, state exclusions, and state-exempt products.
2. Who sends in the state compliance reports?
   • For orders passed to Vinoshipper in states where you don't hold a license, you have no state compliance requirements.
   • If you're using Vinoshipper for your home state or other states where you're licensed, you're responsible for the compliance reports.
   • If you'd like Vinoshipper to file state reports on your behalf, contact customerservice@vinoshipper.com to ask about our Compliance Management Services (CMS).