Shopify has recently introduced an exchange functionality allowing merchants to change items in paid orders even after fulfilment. However, this new feature poses several technical, fiscal, and accounting challenges.
Issues Identified by EAS:
- Order Recalculation Concerns:
- The exchange process allows one item to be removed and a new item sent to the customer, recalculating the order total.
- Orders may lose their IOSS status if the intrinsic value exceeds 150 EUR after adding or exchanging items.
- EAS and most accounting software do not automatically update the historic order value.
- Accounting Software Limitations:
- Most tested SME accounting software (with standard bridging applications for Shopify) do not automatically update invoices in the accounting solution.
- Accountants must manually create a credit note and a new order for the exchanged item.
Temporary Solution:
Until EAS completes its upgrade, we kindly request customers to avoid using the Shopify exchange functionality. If you need to exchange items, please follow these steps:
- Process a Return:
- Restock the item in the current order (EAS will account for the fiscal consequences automatically) without issuing a refund.
- Create a New Order:
- Draft and manually mark the new order as paid for the exchanged item.
Detailed instructions are available here: EAS Project Help: Returns and Discounts in Shopify.
Future Workflow:
EAS is working on automating the Shopify exchange process, expected to be completed by early July. The new workflow will be as follows:
- Return Handling:
- EAS will process the item return with full fiscal consequences (cancellation of VAT in the current month or correction in the following reporting period).
- New Order Creation:
- EAS will generate a new order for the exchanged item with a traceable internal ID, ensuring all fiscal consequences are accounted for (including VAT).
EAS will notify customers once the upgrade is complete. Thank you for your understanding and cooperation.