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.
• 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• The purchase price is missing or out of date: the value only arrives with a re-sync, not automatically after a price change in Shopify.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.

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.

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.

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. Open the pick list by order or by item.
6. Record internal remarks as an internal note on the order — it is visible to your team only, never appears on the packing slip, and can be written and changed on a mobile device both in the order detail and in every pick list view.
7. Mark each line as picked.
8. Pack the order if the packing workflow is enabled.
9. 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 has already been processed from the Shopify payment through the queue and worker. Approval, picking, packing, and completion do not post a second decrease or imply a Shopify fulfillment action.

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.
• 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 receiving in Inventory or on mobile.
2. Scan or search for the delivered item.
3. Select the purchase order when applicable.
4. Compare expected and delivered quantities.
5. Enter the quantity actually received.
6. Confirm the posting.
7. Review remaining quantities and updated stock.
8. For whole deliveries there is an alternative: upload the supplier list as a CSV or Excel file under “Goods receipt from a file”.
9. Map the columns (item number, quantity, optionally purchase price) — Stockaro suggests the mapping.
10. Check the list: every row shows whether it will be booked, or why it will not.
11. Book the checked rows; rows with a problem stay visible and are not booked.

What happens next?

Stock increases by the confirmed quantity and the posting appears in the log. Remaining purchase-order quantities stay visible.

If it does not work

• Item not found: Check approval, SKU, and barcode.
• Wrong purchase order: Compare the supplier and open lines.
• Stock does not change: Check the error message and queue status.
• Sync status after booking: The completion card first shows the state at the time of booking and then refreshes briefly. You can also check later: the "Recent goods receipts" list in the goods receipt area shows a sync badge per line; if it says "Sync failed", use the "Resync" button. If the line stays failed, the app names the reason (for example open reservations or multiple locations). For purchase-order receipts the order history shows the same status and the same button.
• File import: row not booked — the “Problem” column names the reason, for example an unknown item number, the same item more than once in one file, or a quantity that is not a whole number. Fix the file and upload it again; rows already booked are unaffected.
• File import: “This file was already booked” — the notice appears when a goods receipt with exactly the same lines and quantities was booked within the last 48 hours. It blocks nothing; check whether the delivery really arrived a second time.
• File import: the old Excel format (.xls) and OpenDocument (.ods) are not read. Save the file as .xlsx or CSV.

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 follow a running count from the “Inventory” tab via “Count”: select the count and location to see progress and the lines already counted. Entering quantities, completing, 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. Post only approved differences. The net change for each item is sent to Shopify once.
11. Then review Shopify delivery status.

What happens next?

Local stock changes only when an approved count is posted. When Shopify sync is enabled, the difference is delivered to Shopify asynchronously afterwards; “Posted” alone does not confirm that delivery. 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.
• A recount is required: Recount only the marked lines.
• 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.

Direct actions

Goal

Find stock differences and consciously choose which side should be adopted.

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 intended correction direction only for reviewed rows.
7. Confirm the change.
8. Check status and the movement log.

What happens next?

Reviewed differences are applied 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.
• Adoption 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.
• Writeback fails: Open Queue errors.

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 belongs to the Pro plan's statistics tier. On Basic and Standard the section is visible but locked.
• 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: The loss report is part of the Pro plan. An upgrade unlocks it.
• “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 SKU or barcode is unique.
• 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.
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. When a cycle count is running in the admin area, you can view it from the “Inventory” tab via “Count”: select the count and location to see progress and the lines already counted. Counting and completion still happen 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.
• Wrong item: Check the barcode assignment in Inventory.
• Camera does not start: Check browser permission and a secure connection.
• 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.

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.
• 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.

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