Moving from Stocky

If you’re switching from Stocky, you can bring your suppliers, what you buy from each of them, your purchase order history and your adjustment history into Shelfcast as spreadsheets. Save each one as a CSV file and upload it on Shelfcast’s Import and export page. Importing is included on every plan.

Shelfcast doesn’t connect to Stocky or any other app. It reads the spreadsheets you upload, so nothing moves until you upload a file. If you start from files you exported from another app, check their columns against the template for each kind of file first. → Import a CSV

Before you start

Wait for Shelfcast’s first sync to finish — Home shows Catalog synced when it has. Supplier products and purchase order lines are matched to your products by SKU or barcode, so your products need to be in Shelfcast first. Purchase orders also need your locations: import them too early and every row is skipped with “Shelfcast hasn’t read your locations from Shopify yet.”

Import in this order

The Import and export page says it too: “Importing more than one kind? Import suppliers first, then supplier products, then purchase orders and adjustments, and spell each supplier’s name the same way in every file, or you’ll get two suppliers.” Supplier products and purchase orders files name their supplier, and a name that doesn’t match one in Shelfcast exactly, apart from capital letters, adds a new supplier.

For each file, choose what you’re importing under What are you importing?, drop the CSV file in, and press Import. Shelfcast recognizes many common column names, so you often don’t need to rename anything. Download template gives you a file with every column Shelfcast reads, and How to fill it in opens the page for that kind of file, with every column name it accepts.

1. Suppliers

→ Suppliers CSV

One row per supplier. Each needs a name; email, phone, address, currency, lead time and the rest are optional.

A supplier whose name is already in Shelfcast is updated rather than added twice — but only from cells that have something in them, so a blank cell never wipes out what’s there.

2. Supplier products

→ Supplier products CSV

One row per product and supplier, with the supplier SKU, cost, minimum order quantity and pack size.

Each row is matched to a product by its SKU, then by its barcode. Rows that match nothing are skipped with “No product in Shopify has the SKU or barcode …” and the code. A supplier name that isn’t in Shelfcast yet is added as a new supplier.

Forecasts refresh when this import finishes, so suggestions start using the suppliers’ lead times, minimums and pack sizes.

3. Purchase orders

→ Purchase orders CSV

One row per order line. Rows with the same PO number become one purchase order.

• Status is read from the file: drafts and pending orders come in as Draft, partly received ones as Partially received, cancelled, archived or void ones as Cancelled, received, closed or complete ones as Received, and anything else as Ordered.
• Location is matched by name, otherwise your first active location.
• Lines for products Shelfcast can’t find are kept, with the title and SKU from the file, so your history stays complete.
• A PO number that’s already in Shelfcast is skipped, with “Purchase order … is already in Shelfcast, so its lines were left out rather than imported twice.” That makes it safe to upload the same file twice.

Importing doesn’t change stock in Shopify

Imported purchase orders are a record. Shelfcast doesn’t change any stock, and doesn’t mark anything as incoming in Shopify.

Open imported orders (Ordered or Partially received) do count as incoming when Shelfcast works out suggestions. When the stock arrives, receive it in Shelfcast and it’s added straight to what’s available. Receive each delivery in one app only — if you also receive it somewhere else, the stock is added twice.

4. Adjustment history

→ Adjustment history CSV

One row per adjustment, with the date, SKU, location, quantity change, reason and the staff member who made it.

These become entries in History with the source Imported history, so you can look back at changes made before you switched. They’re a record only: stock in Shopify isn’t changed. The reasons in your file are mapped to Shelfcast’s — “damaged” to Damaged, “shrinkage”, “theft” or “loss” to Shrinkage, “stocktake” to Stock count, and so on — and the original reason is kept in the note. → Read your inventory history

What doesn’t come across

• Products and stock levels. These always come from Shopify, never a file.
• Stocktakes and transfers. Shelfcast has its own stock counts. Transfers are made in Shopify.
• Additional costs on purchase orders, such as freight or duties.
• Reorder points and reorder quantities. Set them on each product’s page in Shelfcast. → Reorder points

After importing

1. Check each import under Recent imports. It shows how many rows came in, and rows skipped lists each reason with how many rows it covers. Download skipped rows gives you just those rows, with the reason in an Error column, to fix and import again. They’re kept for 30 days.
2. Set lead times on suppliers that didn’t have one in the file. Without one, a supplier uses your default lead time — 14 days unless you’ve changed it in Settings → Planning.
3. Link any products the supplier products file missed. → Link products to suppliers
4. On Starter, set reorder points on the products you reorder, since that’s where Starter suggestions come from.

Questions about a file that won’t import? Email [email protected] — a person reads it.