How to Handle W-9, ACH & Pay by Check?

Customer Requesting W-9 form

If your customer is requesting a W-9 form from us, please send them this document Download

Paying Via ACH

You will ask our Accouting department for an ACH authorization letter. You will send this over to your customer and have them fill it out.

Once it is filled out, you will hand it to accouting and they will make sure that they deduct the money from the customers bank.

You will click on the "Buy Now" button in the design tool. This will generate a "draft order".

You will go back in Shopify, look for the order under "drafts", then you will then scroll towards the bottom and click on "collect payment". You will mark the order as "paid". By doing this, the system will generate all the appropriate paperwork needed for this order.

If your customer is paying a specific amount via ACH and another amount with another payment method, please refer to our Malcolm post called "Steps to take when using two different payment methods"

Here is a video on how to mark the order as paid in Shopify. Watch Video

Paying via Check

If the customer is paying be check, you will process the order until we oficially receive the check. You will notify our accounting department that you are expecting a check from (Name of the customer) and to let you know once they receive it. Once they receive it, you can process the order.

1. Finalize the Design and Quote in the design tool with the customer.
2. Once approved, click the ‘Buy Now’ button. Wait for the page to reload in the ecommerce portal for the order.
3. Back out of the order by hitting the back arrow.
4. Go to Shopify – click ‘Orders’, then click ‘Drafts’.
5. Select your customer’s order. It will have a temporary 4-digit draft number.
6. Review the draft order to make sure it matches with the design tool quote.
7. When ready, select ‘Collect Payment’ at the bottom of the page.
8. Select ‘Mark as Paid’. Confirm the dollar amount to be paid.
9. A new order will be created with a GC number.
10. Process the new order in Shopify as normal. Include a note the order is to be paid by check.
11. If you have received the check enter the check number, amount, and date.

Here is a video on how to mark the order as paid in Shopify. Watch Video