Stocks synchronisation

Modified on Mon, 10 Jun 2024 at 09:02 AM


Stock synchronisation is working both ways. You can choose one or both options:


A. ➡️ Synchronisation from Shopify to the Billing service: the stock is adjusted by issuing an invoice with stock discharge. 

It works for: SmartBill, Oblio and FGO


B. ↔️ Synchronisation from the Billing service to Shopify: after uploading a NIR* in your Billing service platform, the stock will be automatically uploaded to Shopify (if the product it is already defined in Shopify). 

It works for SmartBill. 


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


Settings


Step 1: Shopify - product nomenclature - save a SKU

You must define the products and their SKU codes in Shopify. The product name can differ, but the codes should be the same because the stock disposal and synchronisation are based on the unique codes (SKU), which is how products are identified.


Step 2: Billing service - product nomenclature - save a product code

You must define the products in the billing service product nomenclature and save a product code for each. The product code should be the same as the SKU saved in Shopify for the same product.


 


A. Synchronisation from Shopify to the Billing service


The stock is adjusted by issuing an invoice with stock discharge. 


For the inventory disposal, you need the following settings: 


1. SmartBill: 

  • You must activate the option Use product code (SmartBill Cloud > Configurare > Preferinte generale)

  • You must activate the Subscription that includes Stocks management

 
2. Shopify:

  • Every product must have an SKU code (or a Barcode)

  • Every product must have the Track quantity option activated: Shopify > Product details > Edit variant > Track quantity



3. xConnector:

  • Go to xConnector > Profile > Connected services > SmartBill > Warehouse preferences and download the last configuration from SmartBill - click on Test the connection and then Save

  • Use warehouse: YES

  • Warehouse name: select the name of your stock management (saved in the SmartBill platform)

  • Product code type: select the field from which the product code will be retrieved (SKU or Barcode)

  • Check the option Use stock when you generate an invoice


This feature is available for all subscription plans but only if you use SKU. If you use Barecodes, this option is available just for the Advanced plans.




B.  Synchronisation from the Billing service to Shopify



After uploading a NIR or after you do a product adjustment, the stock will be automatically uploaded to Shopify. 


For stock synchronisation, you need the following settings:


1. SmartBill:

  • You must activate the option Use product code (SmartBill Cloud > Configurare > Preferinte generale)

  • You must activate the Subscription that includes Stocks management

 

2. Shopify:

  • Every product must have an SKU code (or a Barcode)

  • Every product must have the Track quantity option activated: Shopify > Product details > Edit variant > Track quantity

 

3. xConnector:

  • Go to xConnector > Profile > Connected services > SmartBill > Warehouse preferences and download the last configuration from SmartBill - click on Test the connection and then Save

  • Use warehouse: YES

  • Warehouse name: select the name of your stock management (saved in the SmartBill platform)

  • Product code type: select the field from which the product code will be retrieved (SKU or Barcode)

  • Sync warehouse stock: YES

 



How does the stock sync work?


  • When a new order is imported from Shopify into xConnector, the product is reserved from Shopify stock, and in SmartBill, the stock will be discharged once the invoice is issued.


  • In case a new order is not Fulfilled for various reasons, it must be marked as Dispatched in xConnector to release the stock reserved for it. 


  • When a new NIR is uploaded in SmartBill, the product stock is also updated in Shopify. 



When does the synchronization occur?

The stock synchronisation runs different, depending on existing products and newly added products:


  • For existing products: synchronization occurs every 15 minutes

  • For newly added products: synchronization takes place the following day after 7 a.m.

  • If you wish to force synchronization, access xConnector - Profile - Connected services - click on the Billing service - Invoice preferences then click Test connection. This will do a quick sync but also it will reset all your data in the Invoice preferences window. So, after you clicked Test connection, make sure to fill in again all the fileds, and then (the last operation) Save (click on Save button).


How to get the product warehouse name on the invoice?

 

Based on the SKU (or the Barcode), xConnector can make the correspondence, and the product's name can be taken on the invoice from the billing service platform.


Go to xConnector - Connected services - click on the billing service - Invoice preferences - choose the option Use the warehouse name 




Example of stock sync:

  • T0 - The stock of the product White T-shirt is added -> Shopify stock= SmartBill stock = 10 pcs

  • T1 - I received an order from Shopify for 1 pcs White T-shirt -> Shopify stock = 9 pcs (reserved 1 pcs), SmartBill stock = 10 pcs

  • T2 - The invoice is generated -> Shopify stock = 9 pcs, SmartBill stock = 9 pcs 


AvailableStock = ShopifyStock + ReservedStock



So, let's say you have a product for which there are 2 units available on the website and 3 units in stock reserved for already received orders.

Therefore, the available stock from which we calculate InStock is 5.

Next, we list the existing orders, sorted chronologically based on the date.

If an order can be fulfilled with all the products from the available stock, then it is marked as InStock, and we subtract its products from the available stock.

And so on, until you run out of products.





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



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