Stock discrepancies

When someone picking an order taps Not available on an item they can't find, that usually means the on-hand number is wrong: the system says you have it, the shelf is empty. Stokk pulls that stock out of sellable inventory right away so it can't oversell, and lists it under Stock discrepancies for a manager to finish.

A picker isn't writing stock off — the item is moved to a holding (Adjustments) location, which is reversible. Deciding what really happened is done here by someone with Warehouse access.

How a flag is raised

• Online orders: tap Not avail. on a line, then choose Ship without it (the order ships short) or Replace with another item (scan the substitute you gave the customer). The ordered item is pulled from stock, and a replacement also removes the substitute you handed over.
• Sales orders and store transfers: when you mark a line not available and the system still shows stock at the pick location, you're asked to confirm Remove & mark N/A. If the number is already zero there's nothing to remove, so no prompt appears.

Stock already picked for another order

An item picked for another order that hasn't been invoiced yet is still counted by your ERP, but it's physically off the shelf and sitting on the packing bench. Stokk holds that quantity aside, so the next picker sees it as 0 available. Only stock somebody actually picked is held: an order still queued to be picked holds nothing.

That's deliberate: an empty shelf is exactly what you should expect there, so no flag is offered. Raising one would pull the same units out of stock a second time and leave the location negative once the first order is invoiced. The hold is released automatically when that order is invoiced, or if it's cancelled. There's more on this in how stock numbers work.

The live stock check

Before anything is removed, Stokk asks the ERP what it actually holds at that location and never removes more than that. If the web shop or the till sold the last of an item an hour ago, nothing is removed and the on-hand number is simply corrected to match. This is what keeps a location from going negative when stock moves through channels Stokk doesn't see.

Working the list

Each flag shows the item, what the system thought was on hand, the order it came from, who flagged it, and (for a replacement) the substitute given. The stock is already out of sale, so you're just settling the number:

• Confirm: the shelf really was empty. Leaves the item out of stock (booked as a loss when you zero the Adjustments location).
• Count it: enter the quantity actually on the shelf. Stock is set to that number right away.
• Restore: it was there after all (a mis-pick). Puts the believed on-hand back.

Resolved flags don't vanish. The History tab lists everything handled — the outcome (confirmed empty, counted to a number, or restored), who did it, and when. It's your running “how many issues this month” view.

The Adjustments location (DK)

For DK, the pulled stock is transferred into a dedicated Adjustments warehouse (set the code under Integrations). Because Stokk corrects the sellable number instantly, that's where the running total of unresolved issues sits. A manager zeros out the Adjustments warehouse in DK periodically (say, monthly) to book the net loss or gain. If no Adjustments warehouse is set, Stokk falls back to posting an inventory count instead.

Refunds

Refunds for online orders are handled in Shopify. Open the order from the flag (or from Online orders) and refund or edit it there. Stokk's job here is keeping your stock count honest.