Set up locations and shared stock pools

Give every receiving destination a clear identity and a correct shipping address. If two Shopify stores describe the same warehouse, review those records together so Zapstra Inventory Management holds one authoritative quantity for the physical stock.

Before you consolidate, connect the stores to the same organization, review material matching, and have a reliable on-hand quantity for each material at the warehouse. Use opening inventory to prepare that baseline. Do not consolidate uncertain matches simply to clear the suggestions list.

Understand the three kinds of location

Two records with the same name do not necessarily describe the same warehouse. Check the store, address, and physical operation. Conversely, different names can describe the same site. Consolidation maps the two store locations to one physical location; it does not move goods between buildings.

Set the receiving address

The stock pool's address of record is the destination used for supplier orders. This is separate from your organization's business address and from the addresses each Shopify store reports.

1. Open Inventory, select Locations & pools, then Shared locations.
2. Under Destination addresses, review the Needs attention list. Use Show → All locations to inspect or correct an address that is already set.
3. Find the destination and select Set address or Edit address.
4. Review Current address and any other Addresses on file. Check the source store as well as the location name when comparing reported addresses. Choose the correct reported address, retain the current address, or select Enter a different address and enter the details.
5. Complete Address line 1, City, and Country. Add the receiving site's Address line 2, Region, Postal code, and Phone where needed for delivery. The required fields are the minimum the app checks; include the complete address your supplier needs.
6. Select Save address. Verify the saved result says the location is ready for supplier sends. Under All locations, check its address and Resolved status.

Your saved choice becomes the address of record. Later store observations do not silently replace it. This save governs the Zapstra Inventory Management destination; it is not a workflow for editing location addresses in Shopify.

Conflicting means reported addresses disagree; Incomplete means required information is missing; Not set means no resolved address is on file. These conditions can block sending a purchase order. You can prepare a draft while resolving its destination.

When creating a purchase order, choose the intended destination in Ship to (stock pool). For a Northwind Packaging delivery to Main Warehouse, select that pool rather than Outlet. The destination is fixed after the purchase order is created; create a new draft if you selected the wrong pool.

Review and consolidate the same warehouse

Consolidation changes the location mappings and establishes the confirmed stock baseline. There is no simple undo, so involve the person responsible for the warehouse's inventory before confirming.

1. On Shared locations, find the pair under Shared location suggestions. Same name and Address match explain why it was suggested; they are evidence to review, not confirmation.
2. Choose Keep separate if the records represent different physical locations. For a potential shared warehouse, choose Review.
3. On Confirm shared location, compare Survivor channel and Other channel, including their names, addresses, and store identifiers. Confirm that both describe the same physical warehouse and the same stock.
4. Review every material and its UoM, the unit of measure. The Baseline column is prefilled from the survivor's on-hand quantity. Replace a value when your verified physical inventory shows that it is wrong.
5. Select I confirm these are the same physical location. If quantities differ, also select Use the baseline values above as the authoritative inventory for the consolidated location after reviewing every affected row.
6. Select Consolidate, then check the resulting state before taking another action.

The baseline must be one authoritative physical quantity, never the sum of duplicate store reports. If both stores report the same 72 each of Kraft mailer (MAILER-KR6) at Main Warehouse, the physical baseline is 72 each, not 144 each. If one reports 72 each and the other 68 each, investigate the difference and enter the verified on-hand quantity. Neither adding the numbers nor accepting the prefilled value resolves a discrepancy by itself.

After consolidation, Enable pooled inventory is a separate action. Read Choose who controls inventory and enable syncing before proceeding: establishing a physical baseline and authorizing shared availability are separate decisions.

Resolve exceptions safely

If batch-tracked materials are present, this screen blocks consolidation because it cannot establish a lot-level baseline. Keep the locations separate while you resolve the lot-level inventory requirements; use Support from Home if you need help.

If an address changes while you are editing, review the refreshed details. Save anyway replaces the current stored address with your entries. Use it only after confirming that replacement is correct.

If consolidation or saving times out, reopen the original record and check its state before repeating the action. If pooled enablement reports failures, address those listed failures without repeating an already completed consolidation. An unavailable suggestions list or address-health check does not mean there is nothing to review.

For the final review, use Check your setup before daily use.