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🔗 Ongoing WMS Integration – Full Setup & Functional Overview

Jeppe Oestergaard Hansen avatar
Written by Jeppe Oestergaard Hansen
Updated over a month ago

This guide walks you through the complete setup and usage of the Ongoing WMS integration with Returnflows, including:

  • API access & authentication

  • Webhook configuration

  • Returnflows settings

  • How exchanges are created, released, and fulfilled

  • Image markers for your visual documentation

👨‍🏭 1. Setup in Ongoing (WMS Admin / 3PL)

Step 1: Create API user for Goods Owner

  1. Go to Administration → API for Goods Owners

  2. Find the customer you want to give access to

  3. Click the dropdown arrow and open the API section

  4. Fill in:

    • Username must begin with WSI

    • Email = customer’s email or [email protected]

    • Type of integration = Other

    • Password = optional (either you or the user can define it)

  5. Click Create

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👤 2. Setup in Returnflows (Goods Owner)

Step 2.1: Authentication tab

Navigate to Settings → Integrations → Ongoing and fill in:

Field

Description

Warehouse

Found in your Ongoing URL (e.g. /returnflows/)

Goods Owner ID

Displayed next to your company name in the top-right corner

Username & Password

Received from your 3PL

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Step 2.2: API Server

Select the API server your Ongoing WMS instance runs on (e.g., wms1, wms2, etc.)

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Step 2.3: Warehouse Settings

Choose the warehouse location where your goods are physically stored.

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Step 2.4: Order Status Codes

Status

Description

Open

Initial status for new exchange orders (they should not be picked/shipped yet)

Returned

Indicates the return has been received

Released

Used to release the exchange once return is handled

Sent

Marks that the exchange order has been shipped and completed

Default: Open, Returned, Released, Sent

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Step 2.5: Return Order Status Codes

Status

Description

Notified

A return has been created but not yet received

Returned

The return item has been received and completed

Default: Notified, Returned

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Step 2.6: Webhook Auth Token

In the Webhook Settings tab:

  • Paste your custom token (you define this during setup)

  • This token is used in your Ongoing webhook authentication setup

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🔔 3. Set up the webhook in Ongoing

  1. Go to System → Webhooks in your Ongoing interface

  2. Click Create new regular webhook

  3. Select Order status is changed as the event type

  4. Under Authentication: Choose Fixed X-Auth-Token

    • Paste the same token you entered in Returnflows

  5. Under Settings:

    • Paste the Webhook URL shown at the top of the Ongoing integration page in Returnflows

    • Enable the webhook

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🛫 4. What happens next?

Once everything is correctly configured:

Returnflows will:

  • Automatically create exchange orders in Ongoing

  • Set them to status Open

  • Monitor the return:

    • If Instant Exchange = OFF → order is released when webhook return.closed is triggered

    • If Instant Exchange = ON → order is released on webhook shipment.event.in_transit

  • Change the order status to Released

  • Once Ongoing marks it as Sent, Returnflows will:

    • Fulfill the product in Shopify

    • Capture any price difference (if needed)

ℹ️ Summary

When fully configured, the Ongoing integration enables:

✅ Automatic creation of exchange orders
✅ Real-time syncing across WMS and Shopify
✅ Clean order fulfillment logic
✅ Smooth return & exchange experience for your customer

💬 Need help?

Not sure which status codes to use?
Need help configuring the webhook?

Reach out to our support team – we’ll walk you through it 🧑‍💻

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