Inventory sharing

Function Description

Inventory synchronization settings are the core bridge connecting OneWarehouse warehouse inventory with front-end sales platforms (such as SHOPIFY, SHOPLINE, SHOPEE).

This feature uses OneWarehouse's "Available Inventory" as master data and accurately pushes inventory quantities to each linked e-commerce platform according to your configured allocation strategy. It aims to solve inventory management challenges when selling across multiple platforms and stores, ensuring consistency between front-end store data and actual back-end warehouse inventory.

Precautions

Before you begin setting up inventory synchronization, please make sure to confirm the following to ensure a smooth synchronization process and accurate data:

⚠️ Core Preparatory Work

• Synchronize products first, then synchronize inventory : Please be sure to first select the relationship between the products in the platform store and the OW products in the "Product Management" page, click "Synchronize Products" in the upper right corner, and select the "Scope" (used when reporting inventory). Ensure that the OW system and the store's products are associated before proceeding with the inventory synchronization settings.

• Rule Priority : Before enabling this feature, please set up the "Inventory Synchronization Rules". If not set up, the system will not be able to calculate the allocation quantity correctly.

Platform and product restrictions

• Supported platforms : Currently supports SHOPIFY / SHOPLINE / SHOPLINE 2.0 / SHOPEE.

• Special limitation : If the same SKU has multiple store links, the system will only randomly select one link for synchronization, and cannot synchronize all of them proportionally.

• Bundled products : Inventory sharing for bundled products is not currently supported.

Checkpoints to avoid synchronization failures

• SHOPLINE Settings : Please check the store backend. Do not select "Unlimited Quantity" in the "Quantity and Price" settings for the product . It must be set to the actual value, otherwise the system will not be able to write the inventory.

• SKU Consistency : When the OW system increases inventory, it will only synchronize and bind products with the same "SKU number" on the marketplace.

Regarding data bias

• Rounding error : Because the inventory allocation calculation may result in decimals (for example, 5 inventory units allocated to 30% = 1.5 units), the system will perform data rounding, which may cause slight deviations in the inventory synchronized to the upstream.

  • Note: This issue does not occur if 100% synchronization to a single store is set.

Automatic inventory synchronization operation steps

Once this feature is enabled, when OneWarehouse available inventory changes (such as purchases, returns, adjustments), the system will automatically push notifications to your store based on your rules and synchronization frequency.

Step 1: Enter the settings page

Go to [Settings] > [Sales Platform Settings] > Click [Go to Settings]

Step 2: Select Inventory Allocation Mode

Before setting the specific allocation ratio, please select the mode you want to use at the top of the page:

• Mode selection : You can switch between [Exclusive Mode] or [Shared Mode] .

• Detailed explanation : For specific differences and applicable scenarios of these two models, please refer to the instruction document: [ Inventory Allocation Model Guide ] .

Step 3: Configure inventory synchronization rules

After confirming the mode, the system provides three levels of rule configuration to meet the allocation needs of different products:

A. General rule settings (applicable to most products)

OneWarehouse will allocate the "available inventory" in the warehouse to each platform according to the proportion you set.

• Available inventory definition : Available inventory = Good inventory - Reserved inventory - Frozen inventory

  • If multiple warehouses are connected, the default value is the sum of the available inventory of all warehouses.

• Example setup (see image below) :

  • cross border_MY: 33% allocation

  • Porco Rosso: 0% allocation

  • shopline2: Not enabled (not participating in synchronization)

  • Result: When OW has 100 units in stock, cross border_MY gets 33 units and the left gets 67 units.

B. Custom rule settings (for special products only)

If a specific product does not want to follow the general rules (for example, a popular product should only be sold in a specific store), this rule can be set.

1. Click "Add Rule" .

2. Search for and select the target product SKU.

3. Set the rule name and the synchronization ratio for each store.

4. Click "Submit" .

   • Note: Once set, these products will be subject to custom rules first and will no longer be subject to general rules.

C. No need to synchronize product settings (exclusion list)

If certain products do not require system-managed inventory (such as virtual goods or free gifts):

1. Click "Add Product" .

2. Select the products that do not need to be synchronized.

   • Note: This group of products will not trigger any inventory updates.

Step 3: Open and save

After confirming that the rules are correct, turn on the "Automatic Inventory Synchronization" button on the page and click Save.

💡 Trigger frequency review

• Purchase receipt/inventory adjustment : triggered immediately.

• Returns to warehouse : Triggered once every 72 hours (calculated cumulatively)

Manual inventory synchronization steps (forced overwrite)

Manual synchronization is a one-time operation. Regardless of whether inventory increases or decreases, the system will automatically overwrite the OW inventory data with the store's inventory data according to the currently set ratio to ensure data consistency.

Step 1: Initiate a synchronization task

1. Go to [Inventory] > [Inventory Management] .

2. Click the "Manual Inventory Overwrite" button in the upper right corner.

Step 2: Confirm the rules and formulas

1. Synchronization rules : The default settings will follow the rules you set in automatic synchronization (general/custom).

2. Calculation formula :

   • You can select the inventory source (the default is "Total Inventory").

   • You can select whether to include "defective products" as needed.

3. Click "Next" .

Step 3: Submit for execution

Click "Submit Task" . The system will begin the overwrite process, and you can check the progress in "Task Center".

View sync history

If you need to investigate why the inventory changed, or confirm whether the synchronization was successful:

1. Go to [Inventory] > [Inventory Management] .

2. Click "Inventory Synchronization Records" in the upper right corner .

3. You can view the time, SKUs, number of changes, and results for each synchronization.

📚Related Documents Recommended

• [ Inventory Synchronization Frequency Explanation ] : Understand the detailed differences between incremental synchronization and full coverage.

• [ Single Store Inventory Synchronization Tutorial ] : If you only have one store linked, please refer to this simplified tutorial.

• [ Inventory Allocation Mode ] : Gain a deeper understanding of the differences between exclusive and shared modes.