Processing Online Orders

Reframed from Joan's April 2026 "Online Order Sequence for Entry." The underlying decisions in her sequence (what payment types need a salesperson follow-up, what to do about mismatched totals) still apply — what's changed is which system does the manual entry.

What you did before (MOM)

• Online orders arrived by email one at a time. For each one, you searched MOM for the customer, selected the correct bill-to address, and picked a shipping address if it differed.
• You re-typed every SKU by hand, and the resulting MOM order total had to match the online order exactly — a tax mismatch meant adding a manual adjustment line.
• The online order number went into MOM's Purchase Order # field, and the shipping/payment amount had to match the online order precisely (Check Number = CC + the online order number).
• Credit card orders were entered directly and saved as a real order.
• Check and Purchase Order payments (and any failed credit card) were instead saved as a Quote, with an email sent to the responsible salesperson to follow up with the customer — unless the customer was well-known with available credit, in which case a PO order could go in directly as an Invoice.
• Orders for V-prefix SKUs (a special Verizon/ACFC program) were deliberately never entered, even though customers sometimes found the codes on the website.

What you do now (APSync)

• The order already exists as a real object the moment it lands in HubSpot/WooCommerce — there's no manual re-typing of the customer, address, or line items. Your job is to verify, not re-enter: find the order/deal in HubSpot, and check the customer, billing address, shipping address, products, and quantities match what was actually purchased.
• Check the payment method the same way Joan's sequence did, because the decision logic hasn't changed: credit card orders can move toward becoming an invoice; check or Purchase Order orders still need the right salesperson to follow up before shipping — same rule as saving a MOM Quote and emailing the rep, just without the manual MOM entry step.
• Watch for tax differences between the website order and the invoice — this is the direct successor to MOM's "order must total the same, adjust for tax mismatches" rule, and it's still something to check by hand, not something APSync reconciles for you automatically.
• Not yet confirmed: whether the V-prefix ACFC exception (never process these) has an equivalent guard in APSync today, or whether it's still a manual thing to catch by eye. Treat it as still your responsibility until this is confirmed — flag it as a Submit an Issue if you're not sure how to handle one.
• Once everything checks out, confirm the invoice has synced to QuickBooks before shipping work starts — see How does sync work for why that takes a few minutes, not zero.

Full current checklist: Start Here for Online Orders.

Watch for

• orders marked Processing or Completed
• check or purchase order payment methods (still need salesperson follow-up)
• failed credit card payments
• tax differences between the website order and the invoice
• special item codes (like the old V-prefix ACFC SKUs) that shouldn't be processed as normal orders

If something looks wrong

Do not run shipping. Use Submit an Issue or ask the salesperson responsible for the order.