Stock Check: Comparing Iraca with Another Inventory System
If another system (such as Finale) keeps your stock today and you're moving that job to Iraca, run the two side by side for a while before Iraca starts sending stock to your channels. Stock check shows, SKU by SKU, what the other system says, what Iraca holds and would send, and what the channel shows right now. Nothing on this screen sends anything to a channel.
Go to Inventory → Products and click Stock check.
Before you start
Iraca's numbers are only worth comparing once Iraca knows two things:
- Your opening stock. Export on-hand quantities from the other system and load them through Bulk Edit → Import stock. Do it at a quiet moment: orders placed after the export take stock off in Iraca from then on.
- Which orders have shipped. Iraca marks an Amazon order Fulfilled and takes its stock off the shelf when Amazon reports it shipped. Orders that shipped before you started should be closed first, without moving stock, so they don't come off your opening count a second time. Ask Iraca support to run the backlog cleanup for your Amazon connection before you load the opening stock. If your count is taken as of a cutoff (say, 3 am), the cleanup closes only orders bought before it; right after you load the count, a catch-up takes the orders bought after the cutoff that have already shipped off the count.
While the dry run lasts, also record in Iraca anything that changes stock outside of orders: purchase receipts, production, adjustments. Otherwise Iraca drifts from the other system for reasons that have nothing to do with syncing.
Running a check
- Export stock from Finale as a CSV: one row per SKU with its quantity on hand, and its available quantity if Finale gives one.
- Click New stock check, choose the channel to compare against, and pick the file.
- Iraca guesses which columns hold the SKU, on hand and available. Check them; change any it got wrong. A SKU that appears once per location is added up.
- Set When the export was taken (it defaults to now) and click Compare.
Iraca reads its own figures the moment you upload, then reads what the channel shows for each listing, which takes about a minute. The page updates by itself.
Upload right after exporting, so both sides are counted at nearly the same moment.
Reading the result
Each row shows:
| Column | What it is |
|---|---|
| Finale on hand / available | From your export |
| Iraca on hand | Finished stock in the warehouses this channel sells from |
| Held by orders | Units on open orders that haven't shipped, including orders still awaiting payment |
| Recipe can make | Extra units Iraca counts from ingredients on hand, for products with a recipe |
| Iraca would send | What Iraca would tell the channel if stock push were on now |
| Channel shows now | The quantity on the channel's listing right now |
| Difference | Iraca would send minus Finale's available (or on hand, when the export has no available column) |
For a kit, Iraca's columns are counted in kits from its parts, the scarcest part setting each one.
Why explains each difference:
- Match: the two agree.
- On hand differs: the two systems count different stock on the shelf. Check receipts, adjustments or the opening count for that SKU.
- Held stock differs: on hand agrees, but the two hold back different amounts for unshipped orders.
- Shared stock: this listing shares an ingredient or a kit part with other listings, and there isn't enough of it for all of them, so Iraca gave this listing only a share (see below).
- Iraca counts recipe: Iraca adds what the recipe's ingredients can still make. Expected if the other system counts finished units only.
- Kit differs: a kit, which Iraca counts from its components.
- Not in Iraca: the export has a SKU Iraca doesn't know. Check the SKU, or add the product.
- Not in the export: Iraca sends stock for this listing, but the export doesn't have it.
Shared ingredients and kit parts
Several listings often draw on the same stock: a raw material goes into several products, one size of pouch packs a dozen, and a kit is built from a product that's also sold on its own. Iraca never tells the channel that each of them can have all of it. When there's enough for every listing, nothing changes. When there isn't, Iraca splits it by sales over the last 30 days, so the listings that sell most get the most. Every listing keeps at least one unit while there's one for it. Units already promised to open orders come off first, whichever listing they're for.
The split is redone at every push, so as one listing sells, the others' shares change. Products that aren't listed on a channel and haven't sold in 30 days don't take a share.
Splitting is on unless you switch it off: Settings → Organization → Shared Stock on Marketplaces. With it off, every listing is told all of the stock it shares, as if it were the only one using it. That suits a business that watches its stock closely and would rather show every listing in full, but the same pouch or raw material can then be sold several times over: if those listings sell at once, you can oversell and have to cancel orders. The stock preview flags every listing at risk. Units already promised to open orders still come off either way.
Use Only differences (the default), Channel differs from Iraca, or a single reason to narrow the list, and search by SKU or product name.
Deciding when to switch
Every check is kept, so you can see the trend. When the differences stay explained for several days in a row (no unexplained On hand differs), you're ready to:
- Turn off the other system's quantity sync to the channel.
- Turn on inventory push for the channel connection in Iraca.
- Run one more stock check right after the first push to confirm the channel shows what Iraca sent.
Only owners and admins can upload or delete a check; everyone on the team can view them.