Inventory management and stocks synchronisation

Modified on Thu, 26 Mar at 5:09 PM

Stock synchronization

xConnector supports stock discharge and stock synchronisation in both directions between Shopify and the billing service.
You can use one flow only, or both at the same time.

A. Shopify -> Billing service (stock discharge when invoicing)

Stock is updated in the billing service when an invoice is issued with stock discharge.

Supported billing services: SmartBill, Oblio, FGO

B. Billing service -> Shopify (stock synchronization from SmartBill to Shopify)

Stock is updated in Shopify after a NIR is created in the billing service, provided that the product already exists in Shopify.

*NIR: Notă de Însoțire a Mărfii (Goods Accompanying Note)

Supported billing services: SmartBill

General settings

To enable stock discharge and stock synchronisation, products must be identified by the same code in both platforms.

Shopify

Define a SKU or a Barcode for each product.

Billing service

Define a product code for each product in the billing service.

The Shopify SKU/Barcode and the billing service product code must be identical for the same product.

xConnector sends in the API these codes to match products and process stock discharge and stock synchronization correctly.

If you do not use product codes and you want stock to be deducted from inventory when invoicing, this is possible only if the product name in Shopify matches exactly the product name in the invoicing platform.

So, if the product code option is not used, the product name becomes the sole identification criterion based on which a product can be deducted from stock when an order is invoiced. In this case, the product name in Shopify must indeed be exactly the same as the one in the invoicing platform in order for the products to be identified correctly.

A. Shopify -> Billing service (stock discharge when invoicing)

Synchronization from Shopify to the Billing Service

Stock is adjusted in the billing service when an invoice is issued with stock deduction.

Required settings

1. SmartBill

Enable Use product code in SmartBill Cloud > Configurare > Preferinte generale
Activate a subscription that includes Stock management

2. Shopify

Every product must have a SKU or Barcode
Enable Track quantity for every product:
Shopify > Product details > Edit variant > Track quantity

3. xConnector

Step 1: Go to xConnector > Profile > Connected services > SmartBill > Warehouse preferences and load the latest configuration from SmartBill:

Click Test connection
Click Save

Then configure:

Use warehouse: YES
Warehouse name: select the warehouse used for stock management in SmartBill

Step 2: Go to xConnector > Profile > Connected services > SmartBill > Warehouse preferences
Product code type: choose the field used for matching products (SKU or Barcode)

Step 3: Go to xConnector > Profile > Preferences > Shipping & Invoicing > Use stock

It works without product codes as well, but it is not a reliable method. If there is even a small difference in the product name, the system may treat it as a new product and the stock will not be reduced correctly.
Our recommendation is to use product codes for accurate identification and to avoid situations like this.

Subscription plan 
This feature is available on all subscription plans if you use SKU.
If you use Barcode, it is available only on Advanced plans.

B. Stock Synchronization

Synchronization from the Billing Service to Shopify

After a NIR is created or a stock adjustment is made in SmartBill, the updated stock is automatically sent to Shopify.

Required settings:

1. SmartBill

Enable Use product code in SmartBill Cloud > Configurare > Preferinte generale
Activate a subscription that includes Stock management

2. Shopify

Every product must have a SKU or Barcode
Enable Track quantity for every product:
Shopify > Product details > Edit variant > Track quantity

3. xConnector

Step 1: Go to xConnector > Profile > Connected services > SmartBill > Warehouse preferences and load the latest configuration from SmartBill:

Click Test connection
Click Save

Then configure:

Use warehouse: YES
Warehouse name: select the warehouse used for stock management in SmartBill
Sync warehouse stock: YES

Step 2: Go to xConnector > Profile > Connected services > SmartBill > Warehouse preferences
Product code type: choose the field used for matching products (SKU or Barcode)

Step 3: Go to xConnector > Profile > Preferences > Shipping & Invoicing > Use stock

How Stock Synchronization Works

When a new order is imported from Shopify into xConnector, the product quantity is reserved from Shopify stock. In SmartBill, the stock is deducted only after the invoice is issued.
If an order is not fulfilled for any reason, it must be marked as Dispatched in xConnector to release the reserved stock.
For any stock movement that takes place in SmartBill, the stock will also be synchronised in Shopify.

Synchronization Frequency

Stock synchronization behaves differently for existing products and newly added products:

Existing products: synchronization runs every 15 minutes
Newly added products: synchronization takes place the next day after 7:00 AM

If you want to force a synchronization:

Save your current Invoice preferences and Warehouse preferences first, ideally by taking screenshots.
Go to xConnector > Profile > Connected services
Click the billing service
Open Invoice preferences
Click Test connection

This triggers a quick sync, but it also resets all data in the Invoice preferences window. After clicking Test connection, you must re-enter all fields and click Save as the final step.

Displaying the Warehouse Product Name on the Invoice

Based on the SKU or Barcode, xConnector can match the product and use the product name from the billing service on the invoice.

Go to:
xConnector > Connected services > [Billing service] > Warehouse preferences

Then select:

Use the warehouse name:

Stock Synchronization Rules

The stock in SmartBill must always match the sum of committed stock and available stock in Shopify.

SmartBill stock = Shopify committed stock + Shopify available stock

Synchronization runs every 15 minutes.

Example of Stock Synchronization

T0 - Initial synchronization

Synchronization starts.

SmartBill stock: 1000
Shopify committed stock: 100
Shopify available stock: 900

Result:
No changes are made because stock is already aligned.

T0+1 - Stock increase through NIR

A new stock of 200 units is added in SmartBill through a NIR.

Synchronization runs.

SmartBill stock: 1200
Shopify committed stock: 100
Shopify available stock: 900

Action:
200 units are added to Shopify available stock.

New Shopify totals:

Committed stock: 100
Available stock: 1100

Result:
Shopify and SmartBill are now synchronized at 1200 units.

T0+2 - Stock decrease through invoicing

100 invoices are issued for the committed stock.

In SmartBill, stock decreases by 100, leaving 1100 units.

Synchronization runs.

SmartBill stock: 1100
Shopify committed stock: 0
Shopify available stock: 1100

Result:
No changes are made because stock is already aligned.

This module is available in the Advanced subscription plan

Feel free to contact us if you need any further information:

Chat: click on the blue chat icon (bottom-right)
E-mail: support@xconnector.app
Phone: +4 0373 747 991