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How to manage sales orders

StoreLinkr provides a centralized dashboard for all orders coming from your connected sales channels (Shopify, Bol.com, etc.). This allows you to track fulfillment and sync order data back to your source systems.

The Orders Overview​

Navigate to Orders > Sales Orders to see your recent orders. The list includes:

  • Order Number: The unique ID from the sales channel.
  • Source: Which channel the order came from (e.g., Bol.com, Shopify).
  • Status: The current state of the order (e.g., Paid, Shipped, Cancelled).
  • Date: When the order was placed.
  • Total: The order value.

Order Synchronization​

StoreLinkr automates the flow of order data:

  1. Import: Orders are fetched from your sales channels.
  2. Processing: StoreLinkr can send these orders to your ERP or supplier (depending on your setup).
  3. Fulfillment Sync: Once an order is shipped in your source system, StoreLinkr updates the sales channel with tracking information.

Automatic Stock Deduction​

When a new order is imported, StoreLinkr automatically deducts the ordered quantities from your catalog stock and immediately triggers a product export to every connected sales channel. This keeps the available stock on all your channels in sync the moment an order comes in, instead of waiting for the next scheduled stock sync.

What happens, step by step​

For every line on a new order, StoreLinkr:

  1. Finds the product in your catalog by EAN (GTIN) first, then by SKU.
  2. Deducts the ordered quantity from the product's stock (see the warehouse rules below).
  3. Recalculates the total available stock for the product.
  4. Records the change in the product's Stock History, tagged as an Order deduction and referencing the order number.
  5. Exports the new stock level to all your active sales channels and marketplaces right away.
Only counted once

Stock is deducted only when an order is first imported. If the same order is synced again later (for example, when its status changes), StoreLinkr will not deduct the stock a second time.

How the deduction is spread across warehouses​

If a product has stock in a single place, StoreLinkr simply lowers that number. If a product's stock is spread across multiple warehouses (stock locations), the deduction follows these rules:

  1. Routed warehouse first. StoreLinkr looks at where the order is being fulfilled/exported to (its routing or export source) and deducts from that warehouse's stock first. See Order Settings for routing.
  2. Then the next warehouse. If the routed warehouse does not have enough, the remaining quantity is taken from the other warehouses one by one until the order is covered.
  3. Never below zero. A warehouse's stock is never reduced below 0. If the order quantity is larger than everything available, all warehouses are emptied and the total becomes 0.
  4. The total is recalculated as the sum of all warehouses after the deduction.

Example — an order for 2 units across 4 warehouses​

A product is imported from CycleSoftware and has stock in 4 warehouses. An order comes in for 2 units. StoreLinkr deducts from the routed warehouse first:

WarehouseBeforeDeductedAfter
Warehouse 1 (routed)523
Warehouse 25–5
Warehouse 35–5
Warehouse 45–5
Product total20218

If the routed warehouse had only held 1 unit, StoreLinkr would have taken 1 from it and 1 from the next warehouse, and recorded two separate entries in the Stock History (one per warehouse).

Import-managed stock

For warehouses whose stock is managed by an external system (a POS, WMS or ERP such as CycleSoftware, Picqer or StockHub), the deduction is a bridge: it keeps your channels accurate immediately, but the next stock import from that system is authoritative and will overwrite the warehouse level again once the source reflects the sale. Stock that you manage manually in StoreLinkr is not overwritten.

Manual Actions​

  • Sync Now: Use the "Sync Now" button to manually trigger an order import or export if you don't want to wait for the next scheduled task.
  • View Details: Click an order to see line items, customer details, and the synchronization log.
  • Settings: Access Order Settings to configure how orders are routed between systems and how taxes, shipping costs, and statuses are mapped.