A shop that already sells

Installing on a live shop differs from a fresh install in one point: some goods have already left stock, and Stockly does not know it. This page explains where that gap comes from and which action closes it.

What linking the catalogue does

The Stockly setup wizard’s Finalize step links the whole catalogue: every product gets its own stock record, and the shelf starts from the figure the shop reports as stock today. From that moment every order creates warehouse movements.

If a field with location codes was named in Location field, the wizard also creates bin locations from those values and spreads stock onto them. Without a field, all stock lands in the unassigned bucket: it is normal and sellable, it simply does not know which shelf it is on yet.

Note

The unassigned bucket is neither an error nor a temporary state to be forced away. Goods can be sold from it on day one, and locations can be added gradually.

Orders open before the start

This is the one thing on a live shop that needs a conscious decision.

Shopware deducts goods from stock when the order is placed. An order placed yesterday and not yet packed therefore has its goods deducted, even though they are physically on the shelf. When Stockly starts, it seeds the shelf with the figure from the shop, a figure already reduced, while knowing nothing about those orders’ demand, because they existed before the start.

Two things are understated at once, so the sellable number looks right and nothing raises an alarm. The problem surfaces at picking: the operator is told to fetch goods from a shelf that, according to the module, holds nothing.

The wizard’s Open orders step gives both back at the same time: the goods return to the shelf and the order declares its demand. The sellable number does not change; what changes is whether the module knows where those goods will come from.

The wizard shows a summary in the form “so many orders, so many lines, so many units” and runs the adoption with Adopt open orders.

Caution

Open orders sits after Finalize and cannot be moved. Adoption needs the stock records that linking the catalogue creates; run earlier it would read zero on a shop with hundreds of orders to take over.

If the step was skipped

The adoption can be done later: Stockly → Warehouses → Stock integrity, button Adopt open orders. The dialog has two filters the wizard does not show:

• Skip orders with these payment states — an order with a failed payment will most likely never ship, so its goods should not go back onto the shelf.
• Only orders placed after — allows an old tail that will not be fulfilled to be skipped.

Empty fields mean “adopt everything, regardless of payment and date”.

If there is nothing to adopt, the dialog states this; the adoption is safe to repeat, because an order that already declares its demand is not counted twice.

Variant stock

The last step before the summary is Variant stock. It switches on the mode where a parent product’s stock is always the sum of its variants. The first synchronisation runs in the background and its progress is visible in the same step.

One consequence has to be weighed before it is switched on: with the mode active a parent product stops accepting goods, because receipts, put-aways and returns are always booked onto the variant that actually arrived. Stock the parent held earlier shows up as a finding under Warehouses → Stock integrity.

The synchronisation can be restarted under Settings → Stock.

What next

If locations sit in a product field and are to be corrected or extended later, see Location mapping. If goods sit in two buildings while the module sees one warehouse, see Opening count.