Bring in open sale orders

This is the last stock-moving step of cutover. You bring in every order you’ve already promised a customer, so it’s reserved against the stock you just counted. Otherwise it sits as a gap you’d 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.

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Open sale orders

Bring in unfulfilled orders, backorders, and pre-orders so Qoblex knows what’s already been promised to a customer. How you bring an order in depends on where it lives today:

Then ship any order that had already left your shelf before you counted. See Already-shipped orders that show Awaiting Stock.

How open orders reserve your stock

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:

• what’s available to sell goes down;
• what’s actually on the shelf doesn’t change.

That’s exactly what you want. It’s how an open order takes itself out of your sellable stock, without you subtracting it by hand. See When Qoblex allocates stock automatically for the full rule.

So work in this order:

1. Count what’s physically on your shelf in the stocktake. Include anything already earmarked for a customer but not yet shipped, since it’s still physically there.
2. 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.

A historical order you bring in, whichever way, can still move your Qoblex stock, even if it looks closed. See Troubleshooting your switch.

Orders from a Shopify store

Once your Shopify product import has finished, there’s nothing to do for open orders. Qoblex brings them in by itself, and you don’t switch this on separately:

• As soon as a Shopify product import finishes, Qoblex pulls in every order that’s currently open in Shopify.
• Live sync keeps bringing in every new order after that.

For older orders, use the Shopify order import. See Import historical Shopify orders and How Shopify order sync and order editing work.

Before you import a CSV, check the Orders list for orders already synced from Shopify. Only CSV-import orders from channels that aren’t connected to Qoblex this way.

If a Shopify order already shipped

Your open Shopify orders are already in Qoblex when you start cutover day. So ship the ones that already left on cutover day, before you upload your stocktakes, as described in When to ship them below.

Select only the orders that physically left before your count. Before the count, almost every open Shopify order shows Awaiting Stock, including the ones you still have to ship.

Before you do, make sure each order is fulfilled in Shopify:

For an order that’s already fulfilled, there’s nothing left for Shopify to do, so it ignores what Qoblex sends. The Activity Feed may 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;
• your customer isn’t emailed.

Orders from a WooCommerce store

A connected WooCommerce store doesn’t pull in your existing orders by itself. Bring them in with the WooCommerce order import, or through live sync. See WooCommerce sync settings at go-live.

Qoblex only recognises a WooCommerce order it brought in from that store, never a CSV-imported copy. If you CSV-import a WooCommerce order, Qoblex creates a second order that allocates the same stock again when:

• the order then changes in WooCommerce (a status change, an edit, marking it Completed), or
• you later run the WooCommerce order import over its dates.

If a WooCommerce order already shipped

WooCommerce orders only arrive when you import your open orders, after your stocktakes are authorized. Ship the ones that already left then, and correct your stock afterwards, as described in If you ship after uploading your stocktakes.

Before you do, make sure each order is Completed in WooCommerce:

If the order isn’t fully paid in Qoblex, Ship records the shipment in Qoblex but doesn’t change the order in WooCommerce. See How syncing orders from Qoblex to WooCommerce works.

For an order that’s already Completed, there’s nothing left for WooCommerce to do, so it ignores what Qoblex sends.

Orders from any other channel

Bring these in 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.

Some columns do far more than record history:

Here’s what each of those fields does:

• ShippedQuantity: Qoblex allocates, picks, and dispatches a real shipment, which reduces your on-hand stock the same way a live sale would.
• InvoicedQuantity, Is Paid, RefundedQuantity, ReturnedQuantity: each creates and authorizes a real invoice, payment, refund, or return.

Your stocktake already excludes units that had shipped by the time you counted. So any of these fields, on any order imported after your stocktake, moves the same stock (and posts the same accounting) a second time.

The rule is simpler than for purchase orders. Invoicing or payment status has no bearing on how much stock an open order still needs to reserve.

That keeps the order open for exactly what’s left, without moving stock or posting accounting for units your stocktake already accounts for.

If a CSV order had already shipped before you counted, ship it in Qoblex after your stocktakes are authorized, and correct your stock afterwards. See If you ship after uploading your stocktakes.

Import finished orders as records only

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.

• Qoblex reads Track Inventory from the order’s first row only and applies it to the whole order.
• It still creates the order, and still posts any invoice, payment, or refund the row’s fields carry.
• It doesn’t affect any stock quantity or allocation for that order.

For these closed records, you can fill in ShippedQuantity, InvoicedQuantity and the rest, but only together with Track Inventory set to false.

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.

When to ship them

It depends on when the order reached Qoblex:

Select only the orders that physically left before your count. Before the count, almost every open store order shows Awaiting Stock, including the ones you still have to ship.

Ship them

1. On the Sales list, select the orders (up to 25 at a time).
2. Choose Bulk Actions > Ship.
3. Tick Adjust inventory to cover these orders. The checkbox only appears if you hold the View Adjustments permission.
4. Choose Ship.

Qoblex then:

• creates the missing stock;
• dispatches each order, which marks it shipped and takes it out of Awaiting Stock;
• lists any order it can’t handle, with the reason, in the Ship – orders skipped dialog.

The order stays Open until it’s also invoiced and paid in Qoblex. See Ship.

For an order from a connected Shopify or WooCommerce store, make sure it’s fulfilled in Shopify, or Completed in WooCommerce, first. If it isn’t, Ship fulfils it in Shopify, or, if it’s fully paid in Qoblex, changes it to Completed in WooCommerce, and the store can email your customer. See Orders from a Shopify store or Orders from a WooCommerce store.

If your accounting integration is already connected, the Adjust & ship adjustment and the shipment each post an inventory journal to Xero or QuickBooks. They post through your stock-on-hand, adjustment and cost of goods sold accounts, unless those accounts are set to Do Not Sync.

Batch, serial and bundle orders

Some orders need their stock added by hand:

For those orders:

1. Add the stock with a manual stock adjustment for the quantity shipped, choosing the batches or serial numbers. For a bundle, adjust its component products. See Create an adjustment and add products.
2. Open the order, then pick and ship it from its own page.

If you ship before you upload your stocktakes

If you shipped these orders before uploading your stocktakes, there’s nothing to correct afterwards. Each stocktake sets the counted quantity when you authorize it. So for every product in it, your count overwrites whatever stock Ship created and dispatched.

If you ship after uploading your stocktakes

This covers 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.

Ship first uses any stock the order already held and any free stock at that location, and only creates the rest. So after shipping:

1. Open the Adjust & ship adjustment Qoblex created.
2. Compare it with the quantities shipped.
3. Add the difference back with a new stock adjustment, so your on-hand stock matches your count again.