Help & guide

Goal

Connect Shopify and make the first item ready for warehouse work.

For whom / where

Shop owner · Admin Hub

Check first

• An active plan is available.
• At least one Shopify inventory location exists.
• The variants you want to import have unique SKUs.

How it works

1. Open the setup guide.
2. Select the Shopify location whose inventory should be managed.
3. Decide whether stock changes should be written back to Shopify.
4. Start importing existing Shopify products.
5. Open Product approval afterwards.
6. Review the SKU and product data.
7. Decide whether the Shopify quantity should be used as opening stock.
8. Approve the product and then verify it in Inventory.

What happens next?

The approved product is now a warehouse item. If opening stock was adopted, the app uses the quantity at the selected Shopify location.

If it does not work

• Sync is enabled but no location is selected: Check the Shopify sync settings.
• A product is missing: Run the product import again and check Product approval.
• An SKU conflicts: Make it unique in Shopify and import the product again.

Direct actions

Goal

Load Shopify products without creating unreviewed warehouse items.

For whom / where

Shop owner · Admin Hub, Shopify

Check first

• The Shopify connection is active.
• The variants have SKUs.
• The products exist in the connected Shopify shop.

How it works

1. Open Settings, then Integrations & sync.
2. Start the product resync.
3. Let the background job continue; you can keep using the Hub.
4. Open Product approval.
5. Search by SKU or product name.
6. Review every imported record before approval.

What happens next?

New or missing products appear as review entries. Only approval turns them into warehouse items. If a purchase price (cost per item) is maintained in Shopify, it is taken along during the re-sync and appears on the item as its item cost.

If it does not work

• An import is already running: Wait for the existing background job.
• A product is still missing: Check that its Shopify variant has an SKU. The import completion message shows how many variants and products were skipped because they have no SKU. After you add the SKU, run the import again.
• A variant is duplicated: Fix the SKU in Shopify before approving it.
• The purchase price is missing or out of date: the value only arrives with a re-sync, not automatically after a price change in Shopify. A manually entered item cost is never overwritten.
• For a large catalog of which you stock only a part, add the items from a SKU list instead – without product review.
• The import stopped because of too many new suggestions: one run may only add a plan-dependent number of new entries to product review; it ends after the product that crosses that limit, so that product's variants stay together. The message states how many products were checked and how many suggestions were created; those are kept, and a repeated run over unchanged products does not count again. Add the items you actually stock via CSV import or change your plan.

Direct actions

Goal

From a large Shopify catalog, create only the items you physically stock – linked to Shopify so stock push and reconciliation work.

For whom / where

Shop owner · Admin Hub, Shopify

Check first

• The Shopify connection is active.
• You have a list of the SKUs you physically stock (one SKU per line, as .csv or .txt or typed in).
• For taking stock, a Shopify location is selected in Settings.
• The variants carry exactly this SKU in Shopify.

How it works

1. Open the SKU list card in Procurement, or the Import products step in onboarding, and choose Add items from a SKU list.
2. Upload the file or type the SKUs; the screen shows how many SKUs were detected. If the list is too long, the app tells you at start and states the limit.
3. Keep Take stock from Shopify enabled if the available quantity at the managed location should become the opening stock.
4. Start the intake. It runs in the background; you can watch the progress.
5. Check the result: created, linked, not found, ambiguous and conflicts are listed separately.
6. Open the inventory; the new items are immediately ready for stock push and reconciliation.

What happens next?

Every uniquely found SKU is created as an inventory item linked to Shopify. Existing items without a link (for example from an earlier CSV import) get linked; their stock stays unchanged. The available quantity is taken – the same figure that reconciliation and stock push work with. A unit cost maintained in Shopify is taken as the item purchase price. No product review entries are created. When Shopify stock is successfully imported, existing order postings that can be clearly assigned may be settled without changing stock again. The movement history shows Snapshot settlement and Snapshot offset as a neutral pair. Later effects or effects that cannot be reliably assigned may still differ.

If it does not work

• Not found: the SKU does not exist like this in Shopify. Check the spelling and whether the variant has a SKU at all.
• Ambiguous: the same SKU is attached to several variants. The item is not created – clean up the SKU in Shopify and run the list again.
• Conflict: an existing item is already linked to a different variant. Nothing is changed; resolve the case in product review.
• Plan limit reached: the run creates nothing if the new items would exceed your plan's SKU limit. Split the list or change the plan.
• No Shopify location selected: pick one in Settings or start without taking stock (stock 0).
• Without stock: the variant has no inventory entry at the managed location; the item starts at 0.
• An intake is already running: wait for the background run to finish. Starting the same list again is harmless – items already created are skipped.

Direct actions

Goal

Review product data and opening stock before creating a warehouse item.

For whom / where

Shop owner · Admin Hub

Check first

• A product import or webhook created a review entry.
• The SKU is unique.
• The correct Shopify location is selected when adopting stock.

How it works

1. Open Product approval.
2. Select a pending entry.
3. Compare its title, variant, and SKU with Shopify.
4. Check whether the item should be stock-managed.
5. Narrow long lists with the search field by SKU or name — “Select all” then only affects the filtered entries.
6. If the item should not be stock-managed (make-to-order), choose “Add without stock tracking”: it is created without stock, does not count against your item quota, is not synced with Shopify, and orders do not book any stock for it.
7. Ignore entries that should never become warehouse items: ignoring applies to the Shopify variant and persists across further product updates.
8. Choose whether to adopt the Shopify quantity as opening stock.
9. Approve the product.
10. Verify the new warehouse item in Inventory.

What happens next?

Approval creates exactly one warehouse item and adopts the reviewed product data and opening quantity. When Shopify stock is successfully imported, existing order postings that can be clearly assigned may be settled without changing stock again. The movement history shows Snapshot settlement and Snapshot offset as a neutral pair. Later effects or effects that cannot be reliably assigned may still differ.

If it does not work

• Approval is unavailable: Check for missing or duplicate SKUs.
• Opening stock looks wrong: Check the selected Shopify location.
• The product was rejected: Import it again after correcting its data.
• An ignored entry is back: this only happens after a SKU rename or a conflict with a managed item — check the change shown.
• The list keeps filling with catalog items you never stock: enable “Watch managed items only” in Settings and add new items deliberately via SKU list.
• “Create new item, archive old one” asks about pending orders: Bookings from Shopify are still waiting for the new item. Answer “Yes” if the quantity is already included in the stock you set (0 or the transferred stock), otherwise “No”; with “No” the bookings are posted normally and change stock.

Direct actions

Goal

Process a paid order completely without posting stock twice.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• Products are approved and have unique SKUs.
• If order approval is enabled, the order has been approved.
• The team knows whether the packing workflow is enabled.

How it works

1. Open Orders and filter for Open.
2. Review warnings for missing SKUs, low stock, or overselling.
3. Record internal remarks as an internal note on the order in the Orders tab — it is visible to your team only, also shows on the pick list, and never appears on the packing slip.
4. Approve the order if the approval workflow is enabled.
5. For model A, keep using the pick list as before; checking work off there still does not post another stock decrease.
6. Complete the internal workflow. With “Close delivered orders automatically” enabled, this step is skipped once every shipment is reported as delivered.

What happens next?

The stock decrease happens automatically when payment arrives in Shopify, through the queue and worker — not when you pick or pack. Picking, packing, and internal completion only document your progress and never decrease stock again.

If it does not work

• Not shown in the pick list: Check approval, status, and active filters.
• SKU or warehouse item is missing: Open Product approval.
• The stock posting is missing: Check Queue errors.
• A historical order is missing: Run the order resync.
• An order disappeared on its own: “Close delivered orders automatically” completed it. Reopen it with the completion toggle — it then stays open.

Direct actions

Goal

Pick every approved line correctly and pack it when required.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• The order is paid and approved if required.
• All lines exist as warehouse items.
• The team knows whether packing is enabled.

How it works

1. Open the pick list.
2. Choose the view by order or by item.
3. Open the relevant order.
4. Watch for the “Being handled by …” note on an order: someone is already working on it from a mobile device. Coordinate before you pick the same order.
5. Read the internal note on the order if one has been added — it belongs to the order, not to a single line.
6. Compare SKU, quantity, storage location, any personalization details, and the individually listed components for set items.
7. Add or change the internal note straight from the pick list when something comes up while picking — it belongs to the whole order and shows up in the “Orders” tab right away.
8. Mark each removed line as picked.
9. Check whether any lines remain open.
10. Perform the packing step if enabled.
11. Complete the order internally. With “Close delivered orders automatically” enabled, this step is skipped once every shipment is reported as delivered.

What happens next?

Pick and pack statuses document work progress. They do not reduce warehouse stock a second time.

If it does not work

• A line is missing: Check order approval and filters.
• The quantity is unavailable: Investigate low stock or overselling in Inventory.
• No packing step appears: Check the packing workflow setting.
• The pick tick will not come off: In two-stage mode a packed line must be unpacked in the “Orders” tab first.
• The packing workflow cannot be switched: While orders are half finished (picked but not packed) the mode stays as it is — clear the open pick list first.
• The order disappeared from the pick list: “Close delivered orders automatically” completed it, and the pick list only shows open orders. Reopen it with the completion toggle in the “Orders” tab — it then stays open.
• The “Being handled by …” note says “may no longer be active”: the order has been in progress for more than an hour. The note disappears once the order is completed or cancelled. The hub cannot take over an order — that only works on the mobile device.

Direct actions

Goal

Correct the local quantity of an item in a controlled way.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• The item is approved.
• The SKU or barcode identifies the correct item.
• Quantity, direction, and reason are known.

How it works

1. Open Inventory or the mobile posting flow.
2. Search for or scan the item.
3. Check current stock, unit, and storage location. For set items, the displayed stock is calculated from the components.
4. Choose an increase or decrease. Set items cannot be posted directly; adjust the relevant component instead.
5. Enter the quantity and a clear reason.
6. In the hub, choose the source of the posting: manual adjustment, return, or loss / breakage. Manual adjustment is preselected.
7. Review the change before confirming.
8. Open the log afterwards if you need to verify it.

What happens next?

Local stock and the log are updated; the selected source is stored with the movement and appears in the movement export, so losses can be reported separately. If manual-booking sync is enabled, the change is queued for asynchronous Shopify writeback.

If it does not work

• Wrong item: Check the SKU and barcode assignment.
• A set item cannot be posted: Post the affected component; the set stock is recalculated from it.
• Item archived or not tracked in stock: The booking is rejected with a message and nothing changes. Turn “Active” or “Track in warehouse” back on in the item details.
• Posting is rejected: Check format, quantity, and item status.
• Shopify is unchanged: Check manual sync, location, and Queue errors.

Direct actions

Goal

Post delivered quantities accurately as goods received.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• The warehouse item exists.
• The delivered SKU or barcode is readable.
• For order-based receiving, the purchase order is known.

How it works

1. Open goods receipt in Inventory and search or scan for the item; before preparation, a scan only selects an item and does not count physical goods.
2. Select the exact purchase-order line when applicable.
3. Depending on the shop setup, either book directly or first prepare the exact quantity and one offered fixed storage location.
4. While an unbooked draft exists, Shopify shows the save bar at the top. “Save” does not book anything: it opens the preview, or for the scanner jumps to the “Confirm” button — stock is only booked there. “Discard” clears the draft.

What happens next?

Booking a direct goods receipt immediately creates a goods-receipt line, updates the purchase order's status, and hands the stock increase to the queue; the worker then increases stock shortly after. The completion card shows you the sync snapshot at the time of booking and the delivery status to Shopify.

If it does not work

• Direct goods receipt: the completion card shows the sync snapshot at the time of booking and the delivery status. Historical, imported, or unknown records are never sent to Shopify.
• Item, purchase-order line, or storage location missing: Check approval and assignment; do not substitute free location text.

Direct actions

Goal

Capture actual quantities and reconcile reviewed differences with an audit trail.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• Items and storage locations are maintained; area counts require a complete location configuration.
• New counts cover the entire warehouse by default; an area can optionally be selected before starting.
• Completing, approving, rejecting, and posting requires a personal Shopify Hub session or an active operator session assigned to this shop.
• An active count claims its locations. Deleting, replacing, overlapping counts, and the CSV inventory import for affected items are blocked until it is posted or discarded.

How it works

1. Open Inventory and start a count for the entire warehouse or an available area.
2. Select the displayed location context, then scan the barcode or SKU. The context distinguishes the same item in multiple locations.
3. Enter the counted quantity and explicitly save every line, including a genuine zero as 0.
4. On a phone or tablet you can count along in a running count from the “Inventory” tab via “Count”: select the count and location, check progress, and enter and save the counted quantity directly per line, including a genuine 0, or count with the camera via “Scan” – every recognized barcode adds +1 to the matching line. On a personally paired device you can also complete data entry there via “Complete count”; if the app reports a stock conflict, “Recount conflicts” resets the affected lines and shows them for counting again. On shared companion stations without a personally bound operator, completion stays hub work — counting is still possible. Approving and posting stay in the admin area.
5. Complete data entry.
6. If a count has to end early, cancel it via “Cancel cycle count” — available in every state before posting, including after approval; its locations are released for new counts right away.
7. If stock changed, recount only the marked lines. If the location data changed since the count started, a recount cannot resolve it: discard the count and restart it with the current scope.
8. Review the posting base, counted quantity, and differences grouped by storage location. Approval loads the deviations first; approving and posting stay locked until every deviation is loaded.
9. Approve or reject the count; self-approval requires an explanation.
10. For Model B, completion publishes the counted storage-location bases locally only and creates neither a legacy movement nor a Shopify write. For Model A, post only approved differences. The app aligns the available quantity in Shopify with the new stock, so any existing mismatch disappears; reservations for open orders are not affected.
11. Review Shopify delivery status only for Model A.
12. When you post, all lines whose stock has not changed since counting are posted. Lines whose stock changed in the meantime (e.g. through a sale) stay open: recount them and approve them again, then you can post the remaining lines. Lines that are already posted are final and can no longer be changed. The count counts as fully posted only once all lines are posted; if it is discarded afterwards, the posted lines stay posted.

What happens next?

Local stock changes only when an approved count is posted. When Shopify sync is enabled, the available quantity in Shopify is then aligned with the new stock asynchronously; “Posted” alone does not confirm that transfer. If Shopify currently holds an order for the item that is not yet posted in the app, or other stock updates are in flight at the same time, only the change is sent and the old mismatch remains; reconciliation then shows a note with the reason in the item’s row. Stock changes without a whole-number step (e.g. 5.2 → 5.6 kg) and counted lines without a difference do not trigger a transfer; an existing mismatch stays visible in reconciliation. Counts for unaffected lines are preserved during a recount. Actors, count data, and resulting movements remain traceable.

If it does not work

• An item is missing: Check its storage-location assignment and active area.
• Location context required or wrong: Select the physical storage location and scan again.
• Legacy count: Counts started earlier remain limited to their previous exact location; restart them if needed.
• Stock distribution does not match: Open Check location distribution. Safe cases can be repaired in bulk; others require the location editor.
• Location is claimed: Post or discard the specified active count before deleting or replacing the item.
• CSV import skipped: Post or discard the count for the affected item, then import the row again.
• The count cannot be completed: Explicitly confirm every line, including 0. The mobile counting view then shows only the open lines; “Show all lines” removes the filter.
• A recount is required: Recount only the marked lines. In the mobile counting view, “Recount conflicts” resets the affected lines and shows only them.
• Approving or posting is locked: Use “Load more positions” to fetch the remaining deviations; only then is the decision complete.
• Shopify delivery is not possible: Review the log, location, assignment, and sync settings, then run inventory reconciliation.
• The count is only partially posted: The stock of some lines changed since counting. The posted lines stay in place; recount the open lines, approve them again, and then post the remaining lines.
• “Complete count” is disabled on the phone: The device is not paired personally. Pair it personally in the admin area or complete the count in the admin area; you can still count.
• Line was changed in the meantime: If someone else changed the same line, the hub and the mobile counting view reject your save, reload the current count and show a message; your own entry stays in place. Check the current count and save the quantity again.

Direct actions

Goal

Find stock differences and consciously choose which side to set: Shopify or Stockaro.

For whom / where

Shop owner · Admin Hub, Shopify

Check first

• Shopify sync is configured.
• A Shopify inventory location is selected.
• Affected items have unique SKUs and Shopify assignments.

How it works

1. Open Inventory reconciliation.
2. Start a scan for the selected location.
3. Allow all pages to finish processing.
4. Use the tabs above to choose which rows you see — “Differences” is preselected.
5. Review local and Shopify stock for each item.
6. Choose the matching button only for reviewed rows: “Set Shopify to …” sets the Shopify stock to the value shown, “Set Stockaro to …” sets the stock in Stockaro.
7. Tick only the reviewed rows and start the bulk action for the intended correction direction — single rows still work through their own button.
8. Confirm the change.
9. Check status and the movement log.

What happens next?

Stock is set only for the items you deliberately confirmed, through the intended inventory process. Unselected items remain unchanged.

If it does not work

• No location: Save a Shopify inventory location first.
• The scan remains incomplete: Check its status and retry after an error.
• An item is missing: Check its SKU, approval, and Shopify assignment.
• Setting is blocked because stock is committed in Shopify: Mark the open shipments as fulfilled in Shopify — only the fulfillment releases the reservation, not the payment.
• Rows are reported as “not executed” in the result: The selection contained rows that are not ready for the chosen direction, or the run stopped after a Shopify error. The reason is shown per row; the selection is kept, so you can start the bulk action again or discard it via “Clear selection”.
• A stock update is technically blocked or has an unknown outcome: Check Shopify directly, reconcile the stock there if needed, then close the update here; do not resend it because the original effect is uncertain.
• Writeback fails: Open Queue errors.
• A row shows the note “Shopify was not aligned automatically after the stocktake or stock update”: the app deliberately sent only the change, for example because an order in Shopify was not yet posted in the app or other stock updates were in flight, so the old mismatch remains. Check the figures in the row and click “Set Shopify to …” (for example “Set Shopify to 2”) to align Shopify yourself.

Direct actions

Goal

Review low stock and reorder required goods from the appropriate supplier.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• Minimum and optional maximum quantities are maintained.
• Items are assigned to suppliers when needed.
• Open purchase orders and expected quantities are known.

How it works

1. Open Procurement or the mobile reorder list.
2. Filter or sort current demand.
3. Review stock, target, and suggested quantity. The source badge shows whether stock is filled to the minimum or maximum target.
4. Check the preferred supplier; its item-specific minimum order quantity is included in the suggestion.
5. Account for open purchase orders.
6. Adjust the order quantity in Procurement if needed.
7. Create or update the purchase order.
8. Review the order before sending it.

What happens next?

Demand is assigned to a purchase order. Warehouse stock increases only when the delivery is posted as goods received.

If it does not work

• No suggestion: Check minimum stock and current quantity.
• No supplier: Maintain the preferred supplier or existing legacy supplier in the Hub.
• The quantity looks wrong: Check maximum stock, minimum order quantity, open orders, and unit.
• Supplier or minimum order quantity is read-only on mobile: Preferred assignments are maintained in the Hub; the item-specific link remains editable on mobile.

Direct actions

Goal

Get a traceable statement of what the write-offs in a period were worth.

For whom / where

Shop owner · Admin Hub

Check first

• The loss report is included in all plans. The value columns (purchase price, currency, value) in the CSV movement export remain exclusive to the Pro plan.
• Valuation uses the item's purchase price as it was stored at the time of the booking. Items without a purchase price cannot be valued.
• Only bookings created after this report was introduced carry a frozen purchase price. Older movements stay unvalued — that is not an error.

How it works

1. Open Statistics and scroll to the “Loss report (valued)” section.
2. Choose the report period: current month, current quarter or current year.
3. Choose the scope. “Loss only” shows loss bookings alone; “All valuated write-offs” also includes manual corrections and returns.
4. Review the entries: date, item, quantity, cost per unit, value and reason.
5. Read the monthly and yearly totals. If several currencies occur in the period, each currency gets its own total row — there is deliberately no combined grand total.
6. If you need the figures outside the app, download the movement export as CSV. It carries three additional trailing columns: purchase price, currency and value.

What happens next?

You have a valued loss statement for the chosen period, separated by currency, with an explicit note on how many entries could not be valued for lack of a purchase price.

If it does not work

• Section locked: Your shop has no active plan. Choose a plan and activate it, and the loss report becomes available.
• “X of Y entries without a purchase price”: No purchase price was stored for these items at booking time. They appear in the list but do not count towards the total. Maintain the purchase price in Inventory — it takes effect from the next booking, not retroactively.
• Total looks too low: Check the note about unvalued entries first, then the selected scope.
• A stock correction made with “set stock” is missing: Those bookings sit outside the report because they carry no loss or correction meaning. They still appear in the CSV export, there without a value.
• CSV value columns are empty: The columns exist in the export for every plan, but they are only filled on the Pro plan.
• Changing a purchase price later does not change the figures: The value is frozen at booking time so that earlier statements stay stable.

Direct actions

Goal

Safely post stock increases or decreases on a phone or tablet.

For whom / where

Warehouse team · Mobile & scanner

Check first

• The item is approved.
• Its barcode is stored on the item in Inventory and belongs to that item only.
• The device or operator has access.

How it works

1. Open the mobile app.
2. Select the scanner.
3. Allow browser camera access when using the camera.
4. Scan the barcode or enter the SKU. If the barcode belongs to an item, the app replaces it with the item's SKU and shows it in the field.
5. Compare the item that was found. Set items show calculated stock and cannot be posted directly.
6. For regular items, choose the posting type.
7. Review quantity and direction.
8. Confirm the posting and check the feedback.
9. If the connection drops while posting, tap “Post” again with unchanged inputs; the app checks with the server whether the posting already arrived and does not post twice. After reloading the page, postings without a server response appear under “Unconfirmed posting attempts”, where you can review them.
10. When a cycle count is running in the admin area, you can count along from the “Inventory” tab via “Count”: select the count and location, check progress, and enter and save the counted quantity directly per line, including a genuine 0, or count with the camera via “Scan” – every recognized barcode adds +1. On a personally paired device you complete the count via “Complete count”. On shared companion stations without a personally bound operator, completion stays hub work — counting is still possible. Approving and posting stay in the admin area.

What happens next?

Local stock and the log are updated. With manual sync enabled and a location selected, the change is queued for asynchronous Shopify writeback.

If it does not work

• Item not found: Check SKU, barcode, and Product approval.
• A set item is blocked: Scan and post the affected component instead of the set.
• Item archived or not tracked in stock: The booking is rejected with a message and nothing changes. Turn “Active” or “Track Inventory” back on in the item details.
• Wrong item: Check the barcode assignment in Inventory.
• Wrong code scanned or input should go: Tap “Clear” next to the SKU field. The field, item and messages are reset, the camera keeps running and you can scan again right away, including the same barcode. Quantity and direction stay as they are. While a booking is being sent, “Clear” is disabled.
• Barcode matches several items: Tap the correct item in the list, then clean up the barcode assignment in Inventory so each barcode is used only once.
• Camera does not start: Check browser permission and a secure connection.
• Barcode detection could not be loaded: Check your connection and reload the page, as detection is downloaded the first time the camera starts. Until then, you can type the SKU into the SKU field and book as usual, and no bookings are lost.
• “Connection interrupted – the posting is being checked”: Tap “Post” again with unchanged inputs. The app checks with the server whether the posting already arrived and does not post twice.
• “Unconfirmed posting attempts” list after reloading: “Send” checks the posting with the server and posts it at most once. “Discard” only removes the entry; it does not post anything and does not undo anything.
• Entry “expired”: Entries older than 24 hours can only be discarded. Check the item’s stock in Inventory and post again if needed.
• Notice about blocked browser storage (e.g., private mode): Posting works normally, but after a connection loss the app cannot check after a reload whether the posting went through. Check the stock in Inventory first, then post again.
• Shopify is unchanged: Check sync, location, and Queue errors.
• No count is visible: Counts are started in the admin area; without an active count the mobile view stays empty.

Direct actions

Goal

Safely update part of an existing item, set its primary storage location, and create new items with a controlled opening quantity.

For whom / where

Shop owner, Warehouse team · Admin Hub, Mobile & scanner

Check first

• Every row has a unique SKU.
• The file is saved as CSV.
• For the location, use either exactly one column with one of these aliases: lagerort, lagerplatz, storage location, location, or bin — or, for each active level, its own column named after the level name from settings.
• Values you want to change are present in the matching columns.

How it works

1. Open CSV import under Procurement.
2. Upload the CSV file and also review the normalized planned storage location in the preview.
3. The preview lists the detected columns and warns if the file has no stock column.
4. A missing stock column and an empty stock cell have the same meaning: stock remains unchanged for existing items.
5. Other supplied fields such as name or minimum stock are still updated for existing items.
6. The supplier name from the “Supplier” column is always created and linked to the item; the purchase price from the “Purchase price” column is optional and stays empty if none is given.
7. Case and any leading or trailing spaces in the supplier name are ignored, so “Klimatec Handels GmbH” and “ klimatec handels gmbh ” are matched to the same supplier without renaming the one first created; spaces inside the name still count.
8. Separate trimmed location segments with / and order them like the active levels in Settings; without custom configuration, use Aisle/Shelf/Bin.
9. For three levels, use A/03/B; for four levels, use A/03/2/B. In general, enter A first, then 03, followed by optional numbered intermediate levels, and B last.
10. Alternatively, add one column per active storage location level, headed with the level name from settings, for example Aisle, Shelf, and Bin; without custom configuration these are Aisle, Shelf, and Bin. All level columns must be present, or no storage location is recognized.
11. If all level cells in a row are empty, the storage location stays unchanged; if only some are empty, the row is invalid and skipped. If both formats are in the file, the Storage location column wins.
12. A missing location column or empty location cell means: leave the primary location unchanged.
13. A location change is allowed during an active cycle count; its saved Cycle Count snapshot, posting baseline, and already claimed line remain unchanged.
14. The / character is reserved and not escaped: a / inside a level value therefore cannot round-trip losslessly through the CSV location field.
15. A new item without a stock value is created with stock 0.
16. Start the import only when the preview shows the expected new and updated rows.
17. If orders from Shopify are still waiting for new items in the file, Stockaro asks once for all of them when you click “Import”: choose “Yes” for each item if the quantity is already included in the CSV stock, otherwise “No”, and click “Apply”.

What happens next?

The partial import changes only supplied values; stock and location remain unchanged when missing, new items start with stock 0 without a quantity, and a supplied location becomes primary.

If it does not work

• The preview warns about missing stock: This is safe for an intentional partial update; existing stock remains unchanged.
• Stock was not changed: Check whether the stock cell was empty or the stock column was missing.
• The storage location is invalid: Check for empty segments and the expected number and order of levels.
• Level columns are not recognized as a storage location: Check that all level columns are present and their headers exactly match the level names from settings.
• The storage location is duplicated: The whole row is skipped so no partial update remains.
• Value too long: A text in the row is longer than allowed, so the row is skipped. The message names the column, the current length and the allowed length; shorten the value and upload the file again.
• A level value contains /: This known round-trip limit is not escaped; use / only as the separator.
• A row is skipped: Check the SKU, number format, and duplicate SKUs in the file.
• Supplier shows up in the list, but the item detail says “No supplier”: the name comes from old free text that was never linked. Select the supplier in the item detail, or re-import the CSV with the “Supplier” column.
• The import asks about pending orders: Bookings from Shopify are still waiting for new items in the file. Answer “Yes” for each item if the quantity is already deducted in the CSV stock, otherwise “No”; nothing is imported until you have decided.
• The question appears again: The list changed since it was shown, for example because a new order arrived, and nothing was saved. Check the current list and confirm again.
• The import says a booking is being processed right now: Nothing was saved. Start the import again in a few seconds.

Direct actions

Goal

Get the current stock of all items as a file.

For whom / where

Shop owner, Warehouse team · Admin Hub

Check first

• You can open Inventory in the hub.

How it works

1. Open Inventory.
2. Click “Export full inventory as CSV” at the top.
3. The download starts; the file name is lagerbestand_ followed by date and time.
4. The export always contains all items — regardless of the filters and search currently set.

What happens next?

You have a CSV file with your entire inventory that you can open in a spreadsheet or reuse for a partial import.

If it does not work

• The file has more items than the list shows: This is intended, the export ignores filters. Filter the file in your spreadsheet instead.
• The download does not start: An error message appears above the list; try again in a moment.

Direct actions

Goal

Classify failed stock or sync work and retry it safely.

For whom / where

Shop owner · Admin Hub

Check first

• You can open Queue errors in the Hub.
• Product, SKU, and location settings are accessible.
• The cause is reviewed before retrying.

How it works

1. Open Queue errors.
2. Filter for open or failed entries.
3. Open an entry and read its operation, timestamp, and error.
4. Classify the cause as product, SKU, stock, location, or Shopify connection.
5. Correct the underlying configuration.
6. Only then use the intended retry action.
7. Check the new status.
8. Verify stock and the log instead of manually duplicating the business posting.

What happens next?

A successful retry leaves the error state. Existing idempotency means the same business operation should not be posted manually a second time.

If it does not work

• The error returns: Check whether its cause was actually fixed.
• SKU or item is missing: Open Product approval.
• Shopify writeback fails: Check sync and location.
• The technical cause is unclear: Send context and timestamp to Support.

Direct actions