This article discusses supplier order submission management for Warehouse Distributor (WD) integrations.
Warehouse Distributor (WD) integrations in X-Cart support two different approaches to supplier order submission:
Automatic supplier order submission
Manual supplier order submission with administrator verification
The behavior is controlled by the Submit orders to suppliers automatically setting available in the Catalog Import settings (Catalog Import → Settings → General).
X-Cart 5.6.x:
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X-Cart 5.5.1.x:
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When automatic submission is disabled (default behavior), orders are not sent to suppliers immediately after checkout. Instead, the store administrator can review each shipment and manually submit it to the supplier using the Submit order button on the Shipments tab of the order details page.
Automatic supplier order submission
When Submit orders to suppliers automatically is enabled:
Orders are automatically submitted to connected suppliers after the order receives the payment status Paid.
Supplier orders are created automatically through the supplier API.
Shipment fulfillment statuses are updated automatically if the connected integration supports automatic status synchronization through API.
This mode is suitable for stores that do not require manual order verification before supplier submission.
Manual supplier order submission
When Submit orders to suppliers automatically is disabled (default behavior):
Orders are not automatically submitted to suppliers
X-Cart creates the order using the Multiple Shipments method
Each shipment receives the fulfillment status:
NeworNew / Backorder(depending on supplier response and integration behavior)
Important: Manual supplier order submission is not tied to the order payment status. The store administrator decides when to submit the shipment to the supplier.
Submitting a shipment manually
Manual supplier order submission is performed from the Shipments tab of the order details page.
Each shipment with the fulfillment status New or New / Backorder displays the Submit order button.
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When the administrator clicks Submit order, X-Cart sends a supplier order creation request containing:
Shipment products and quantities
Shipping method
Shipping cost
Customer shipment information
Successful supplier order creation
If the supplier order is created successfully:
The shipment fulfillment status changes to
ProcessingThe Submit order button disappears
Failed supplier order creation
If an error occurs during supplier order creation:
The shipment fulfillment status changes to
FailedX-Cart displays detailed error information (error code and description, if available)
The Submit order button remains available
The administrator can retry supplier order submission using the current shipment data
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X-Cart stores shipment history and error information in the order history log.
If supplier order creation fails, the order in the order list is marked with a warning icon in the Fulfilled & Shipped by column.
Canceling a supplier shipment
X-Cart 5.6.x:
Your X-Cart store allows you to adjust or remove existing shipments. See Editing shipments (X-Cart 5.6.x)
X-Cart 5.5.1.x:
Your X-Cart store allows you to cancel supplier shipment creation before the shipment is successfully submitted to the supplier.
The Cancel order option is available on the Shipments tab inside the […] actions menu.
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Shipment cancellation is available while the shipment has one of the following fulfillment statuses:
NewNew / BackorderFailed
Clicking Cancel order opens a confirmation popup.
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The Cancel shipment confirmation button allows you to confirm the cancellation of the shipment. The X button allows you to close the popup without canceling the shipment.
After successful cancellation:
A success notification is displayed
The shipment receives the fulfillment status
Will not deliverThe shipment becomes locked:
Shipment status can no longer be changed
Tracking management becomes unavailable
Shipment action menu becomes unavailable
Shipment items are crossed out on the Shipments tab
X-Cart automatically recalculates order totals
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The shipment displays the Cancelled label.
If cancellation notes were added, they are displayed below the cancellation label.
If no notes were added, the notes area remains empty and editable.
Canceling paid orders: Refund reminder
If the shipment is canceled while the order payment status is:
Paidor
Partially Paid
X-Cart displays a refund reminder block on the shipment. For example:
Don't forget to manage refund
Amount to refund: $400.00
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Check the recalculated order subtotal, correct it if necessary and process the refund manually.
The refund amount is calculated as:
Shipment item total
plus shipment shipping cost
Removed items section on General Info
Canceled shipment items are moved to the Removed items (X) section on the General Info tab.
By default, the section is collapsed and displayed as a link:
Show removed items
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Clicking the link expands the removed items section.
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Canceled items are crossed out and excluded from active order calculations.
If the order contains only canceled supplier shipments:
All order totals become crossed out
Order editing fields become non-editable
The Recalculate totals button is hidden
Changes caused by shipment cancellation are also propagated to:
Automatic fulfillment status processing
Invoice generation
Order totals
Order notification emails
Canceled shipments are moved to the bottom of shipment lists in invoices.
The customer receives the Order changed notification email.
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