Connect stock to counter sales, online orders and books

Connect only the apps you need#

Inventory works independently and uses one app allowance. Install and configure Invoicing before its dispatch connection; install double-entry Accounting before its cost connection. Ecommerce and POS retain their existing Invoicing and payment prerequisites. Each installed app uses its own allowance.

Connections are explicit. The platform does not install prerequisites silently and blocks removal of Inventory while mapped products or warehouses depend on it. Disable the dependent sales app before removing Inventory. Saved links and history remain protected, and reinstalling the sales app requires Inventory again. Product links cannot be unlinked or remapped.

Adopt legacy stock without counting it twice#

Choose an active Inventory warehouse for the store or register and map the selling item to the canonical SKU. For legacy stock, confirm an explicit adoption with its total opening cost. Reserved online stock and active order reservations must be cleared through their proper workflow first.

Legacy quantities can be adopted only when the Inventory item has zero stock, reservations and value in every warehouse. To use existing Inventory stock instead, the legacy counter must be zero. After linking, exact warehouse quantities control availability. Catalogue stock summaries are capped at 1,000,000,000 units; use Inventory balances for exact quantities at each location. These summaries cannot supply another stock pool.

A physical item has one commercial source identity. A POS product can share its existing linked Ecommerce variant, or link directly to Inventory; it cannot use two competing stock sources. Product links become permanent as soon as they are saved. Future store warehouse mappings can change; register warehouse changes require closed shifts. Existing orders and sales keep their original locations.

Use the selected warehouse at checkout#

A linked POS register issues stock from its selected warehouse inside the same transaction as the sale. Register changes require closed shifts. A return uses the original sale warehouse and exact recorded cost, and follows the invoice/payment credit workflow. Historical sales without linked cost snapshots require manual review instead of inventing a return value.

Ecommerce checkout reserves linked stock in the store warehouse. POS cannot sell those reserved units. Fulfilment commits the reservation once; legitimate cancellation and expiry release it once. An unknown provider payment outcome retains the reservation until reconciled.

Changing the store warehouse invalidates an earlier cart confirmation. Cancelling an order, crediting an invoice and verifying a provider refund are different actions; none is interchangeable payment evidence.

Dispatch deliberately against an issued invoice#

Enable the Invoicing connection after reviewing the same business name, country and currency in both apps. Issue a normal customer invoice, then map each physical line to its Inventory item and warehouse on the invoice dispatch screen.

Quantity comes from the immutable issued invoice line and must be a positive whole unit. Drafts, voided or credited invoices, and documents already owned by POS or Ecommerce cannot be dispatched here. The selected lines succeed together or roll back together. Repeating an unchanged dispatch does not issue stock again.

Issuing an invoice alone does not move stock. A quote does not reserve goods, and a later credit does not prove a physical return. Use a documented stock return/receipt with the original reference and appropriate reviewed cost when goods actually return.

Review stock cost separately from physical movement#

Inventory retains immutable nonzero cost events for review, even before Accounting is connected. Transfers and reservation changes do not create cost postings. A single-entry cashbook can remain separate but cannot post a double-entry inventory asset ledger.

With matching double-entry books, explicitly select active Inventory asset, goods-received-not-invoiced liability, cost of goods sold, stock adjustment expense and opening equity accounts. The suggested-chart button creates named accounts only after confirmation; review and save the mappings separately. It does not post opening balances.

Choose each event’s recognition date and confirm review before posting. An opening count offsets equity; a receipt offsets goods received not invoiced; a sale issue or original-cost return offsets cost of goods sold; an adjustment offsets its separate expense account. Posted entries balance, retain physical-source evidence and respect accounting period and reconciliation locks.

Physical dispatch and financial recognition can occur on different dates. Check ownership, revenue recognition, returns, purchase matching and prior manual postings before approving a cost event. Do not post the same opening balance or purchase cost twice. This workflow does not create supplier bills, payables matching, taxes, cash payments or government filing approval.

A posting cannot edit stock history. For a mistaken cost posting, use its reviewed reversal action with a date and reason. This creates an opposite journal through Accounting and leaves the original stock event unchanged. The original event cannot be posted again; any replacement financial treatment needs a reviewed manual correcting entry, with the source references retained. Operational weighted averages still require policy review, impairment/net realisable value checks and any other applicable reporting adjustments.