Cutting over without double-counting inventory

How imported orders arrive

When we import your Stocky purchase order history:

• Orders that were fully received come in as Received. They are a record, and do not change your Shopify inventory
• Orders still to arrive come in as Draft, which do not touch your Shopify inventory either
• Orders that were partly received are split in two: a Received order for what arrived, and a Draft for what is still to come

So nothing changes in Shopify until you mark a draft as ordered.

Before marking a draft as ordered

Two things can already be counting the same delivery.

The goods have already arrived. If a delivery came in after your Stocky export was taken, the import still shows it as open. Receiving it again in Stockie adds the units a second time. A draft like this can be deleted rather than ordered.

Shopify already shows it as incoming. If Shopify still holds incoming quantities for those products from before the switch, marking the order as ordered adds the same units again. We can clear old incoming figures - contact support before you mark those orders as ordered.

The same applies to Shopify's own purchase orders and transfers. If one of those is already carrying incoming stock for the same delivery, that is another source of double counting.

If it has already happened

Symptoms: incoming quantities in Shopify that are roughly double what you ordered, or available stock that jumped twice for one delivery.

To trace it, open the product in Shopify and look at its inventory adjustment history. That shows what wrote to the variant and from where, which usually makes the duplicate obvious.

If the duplicate was only ever ordered, closing it releases the incoming it was holding. On a partly received order, closing releases just the part still outstanding - units already received stay as available stock, which is what you want.

If the delivery was actually received twice, do both, in this order:

1. Unreceive the duplicate. That takes the extra units back out of available stock - and puts them back into incoming, because Stockie now expects them again
2. Close that purchase order, which clears the incoming the unreceive just restored

Doing only the first leaves you with phantom incoming stock, which is the same problem in a quieter form.

Average cost

Average cost tracking builds its running average from what you receive in Stockie, so a delivery counted twice skews the average as well as the quantity. It gives the cleanest starting point when switched on after your imported orders are settled. See once average costs are on, receive in Stockie.