This is the last stock-moving step of cutover: bringing in everything you’ve already promised a customer, so it’s reserved against the stock you just counted instead of sitting as a gap you’d otherwise have to track by hand. Run this after your stocktake and your purchase order import — see Cutover day, step by step for the full sequence.
Open sale orders
Bring in unfulfilled orders, backorders, and pre-orders so Qoblex knows what’s already been promised to a customer. You can import them as a CSV file from the Sales list, using the Import… control (its dialog is titled Import sale orders; see Import sales orders and channel sync for the column reference), or, if the order lives on a connected WooCommerce store, through the WooCommerce order import or live sync (see WooCommerce sync settings at go-live), or, if the order lives on a connected Shopify store, let Qoblex bring it in through the ordinary Shopify order import or the live sync described in Import historical Shopify orders and How Shopify order sync and order editing work. A historical order you bring in this way can still move your Qoblex stock, even if it looks closed — see Troubleshooting your switch.
However it arrives, an order that becomes a real (non-quote) order in Qoblex is allocated straight away: Qoblex reserves stock for it against your on-hand quantity, which lowers what’s available to sell without changing what’s actually on the shelf. That’s exactly what you want here: it’s how an open order takes itself out of your sellable stock instead of you having to subtract it by hand. See When Qoblex allocates stock automatically for the full rule.
So the order to work in is: count what’s physically on your shelf in the stocktake (including anything already earmarked for a customer but not yet shipped, since it’s still physically there), then import your open orders afterwards and let Qoblex’s own allocation reduce your available stock for you. Don’t subtract backordered quantities from your physical count yourself; the import does that.
The rule here is simpler than for purchase orders: set Quantity to the units not yet shipped, and nothing else: invoicing or payment status has no bearing on how much stock an open order still needs to reserve. Leave ShippedQuantity blank (or 0) alongside it, since the units already shipped are excluded from Quantity itself, not tracked separately. Leave InvoicedQuantity, Is Paid, RefundedQuantity and ReturnedQuantity blank (or 0) too, whether or not the order has been invoiced or paid, because those postings already exist in your previous system and your accounting. That keeps the order open for exactly what’s left, without moving stock or posting accounting for units your stocktake already accounts for. If you want a record of orders that are genuinely done and shouldn’t touch inventory at all, set Track Inventory to false on the order’s rows instead. Qoblex reads this from the order’s first row only and applies it to the whole order, and it still creates the order (and still posts any invoice, payment, or refund the row’s fields carry), but it doesn’t affect any stock quantity or allocation for it. For orders you’re importing purely as closed records, you can fill in ShippedQuantity, InvoicedQuantity and the rest, but only together with Track Inventory set to false — leaving Track Inventory at its default (blank means on) alongside a filled-in ShippedQuantity dispatches a real shipment and reduces your counted stock a second time, exactly like an open order. Never use the full-history route for anything still genuinely open.
Already-shipped orders that show Awaiting Stock
Some orders you bring into Qoblex will already have shipped, from your previous system or from your store, before you counted your stock. They arrive as Awaiting Stock because your stocktake rightly leaves those units out. Nothing has gone wrong: these orders just need shipping in Qoblex. For orders already in Qoblex, which includes every open order a connected Shopify store brought in, do it on cutover day before you upload your stocktakes (see Cutover day, step by step). Select only the orders that physically left before your count: before the count, almost every open store order shows Awaiting Stock, including ones you still have to ship. WooCommerce and CSV orders only arrive when you import your open orders, after your stocktakes are authorized; ship those as described below.
- On the Sales list, select the orders (up to 25 at a time).
- Choose Bulk Actions > Ship, tick Adjust inventory to cover these orders, and choose Ship. (The checkbox only appears if you hold the View Adjustments permission.)
Qoblex creates the missing stock and dispatches each order, which marks it shipped and takes it out of Awaiting Stock. The order stays Open until it’s also invoiced and paid in Qoblex. Any order Ship can’t handle is listed with its reason in the Ship – orders skipped dialog. This works for orders from a connected Shopify or WooCommerce store too, as long as the order is already fulfilled in Shopify or Completed in WooCommerce: there’s nothing left for the store to do, so it ignores what Qoblex sends. For a Shopify order, the Activity Feed may then show an error that starts “Error while syncing order” and says “There is nothing left to fulfill.” That’s expected and safe to ignore: the order stays shipped in Qoblex, nothing changes in Shopify, and your customer isn’t emailed. See Ship. If your accounting integration is already connected, the Adjust & ship adjustment and the shipment each post an inventory journal to Xero or QuickBooks, through your stock-on-hand, adjustment and cost of goods sold accounts. The only exception is where those accounts are set to Do Not Sync.
Because each stocktake sets the counted quantity when you authorize it, your count overwrites, for every product in it, whatever stock Ship created and dispatched here, so there’s nothing to correct afterwards. For an already-shipped order you only bring in, or only spot, after uploading your stocktakes, wait until they’re authorized, then ship it the same way. By then it may no longer show Awaiting Stock: authorizing your stocktakes, or importing the order, can allocate your counted stock to it. After shipping, open the Adjust & ship adjustment Qoblex created and compare it with the quantities shipped. Then add the difference back with a new stock adjustment, so your on-hand stock matches your count again. (Ship first uses any stock the order already held and any free stock at that location, and only creates the rest.)