This is the runbook for the day itself: the exact order to stop trusting your old system, count and authorize your stock, turn on live sync, and bring in what’s still open. Each step links out to the article with the full detail for that part of the switch; follow them in order, since several steps depend on the one before.
Cutover day, step by step
- Stop treating your previous system as the source of truth for new stock movements. Finish any outstanding entries there first.
- Ship the orders that had already shipped before your count. Select only the orders that physically left before your count, whether they shipped from your previous system or from your store; before the count, almost every open store order shows Awaiting Stock, including ones you still have to ship. Mark each store order fulfilled in Shopify or Completed in WooCommerce, then ship them with the bulk Ship action and Adjust inventory to cover these orders. Do this before you upload any stocktake: your stocktake then sets each counted product’s quantity when you authorize it, which overwrites whatever stock this created and dispatched, but a product whose count matches what Qoblex showed at upload gets no stocktake line, so a Ship run after the upload isn’t overwritten. If your accounting integration is already connected, the Adjust & ship adjustment and the shipment post inventory journals to Xero or QuickBooks (see Line up Xero or QuickBooks with your opening stock). WooCommerce and CSV orders only arrive at step 8. See Already-shipped orders that show Awaiting Stock.
- Count your physical stock and upload each location’s stocktake. See Bring in opening stock below. The downloaded file lists every variant, batch- and serial-tracked ones included, but leave the Quantity cell blank, or exactly as downloaded, for every batch- or serial-tracked row. If even one of those rows changes a quantity, Qoblex still accepts the upload, but at step 5 it refuses to authorize that location’s stocktake, for every product in it, with an error that the product is batch/serial tracked but no batch information was provided. If that happens, remove the batch- or serial-tracked lines from the Draft stocktake and authorize again. You count those products in step 6 instead. Leave every stocktake in Draft for now — don’t authorize it yet. From this point until you finish step 6, stop fulfilling orders — in your previous system, and in a connected Shopify or WooCommerce store alike — or count at close of business so there’s nothing left to ship in that window. The batch and serial import in step 6 sets each batch to the number you counted, so anything that ships before it runs comes back into stock.
- Turn on live inventory sync for every connected channel, before you authorize anything. For Shopify, set the inventory sync dropdown to Sync from Qoblex to Shopify and tick Sync Inventory? for every location that should push stock to your store. For WooCommerce, set the inventory sync dropdown to Sync from Qoblex to WooCommerce and select every location that should feed it. Save each store you change. See Shopify sync settings at go-live and WooCommerce sync settings at go-live. Switching this on by itself pushes nothing: the push only happens the next time a variant’s quantity or allocation actually changes in Qoblex, which is exactly what the next steps do.
- Authorize each location’s stocktake. Do this right after step 4, back-to-back: with sync already on but the stocktakes still in Draft, any allocation change in that gap (a new live order from your store, for instance) pushes Qoblex’s provisional, pre-count quantity for that variant. Authorizing is what changes each counted variant’s quantity, so with sync on, it’s also what pushes your counted numbers to your store. If anything shipped anyway between your count and this step, whether it was dispatched through a connected store or only in your previous system, the stocktake’s Set leaves those units in your count; take them off afterwards with a new stock adjustment. If Xero or QuickBooks is connected, authorizing also queues an inventory journal for the change each stocktake made against what Qoblex already showed; it goes out in the next daily sync. See Line up Xero or QuickBooks with your opening stock for how to bring your accounting balance level with Qoblex’s.
- Count and import your batch- and serial-tracked stock, location by location. Do this right after step 5, before you bring in anything else: the regular stocktake you just authorized leaves a batch- or serial-tracked variant’s individual batches untouched, so count those products separately: open Inventory > Products, choose Import Batches from the more-actions (…) menu, and in the Import batches / serial numbers dialog choose the same location. See Count batch and serial stock and Import or update batches by CSV stocktake.
- Import your open and part-received purchase orders. See Bring in open purchase orders and stock in transit, and import delivered orders (and the delivered part of a split order) with Track Inventory set to
false, so their receipts don’t add stock your stocktake already counted. - Import your open sale orders. See Bring in open sale orders. These allocate against the stock you just counted, and push their own allocation changes to your store the same way.
- Start authorizing real transactions in Qoblex: sales, purchases, adjustments. If your accounting integration is already connected and configured, it has been posting authorized documents automatically all along, including the ones this plan creates for you (Shopify-synced orders, the Adjust & ship adjustments and shipments from step 2, your stocktakes, and any Billed/Invoiced quantity on an import); this step is simply business as usual from here on, not a switch you flip.
From this point, Qoblex is your stock master.