Check your setup before daily use

Use this checklist to confirm that your first real purchasing and inventory workflow has the intended result. The person responsible for setup should review it with the buyer and receiving or warehouse operator who will use the workspace.

Go live when the records and actions you need are verified. You do not need to configure every optional workflow before starting, and choosing a setup goal does not grant access or enable stock updates by itself.

Confirm the workspace and people

1. Check that each connected store belongs to the intended organization. Verify which store is responsible for billing and which stores are linked to it. See Connect stores.
2. Confirm the organization's reporting currency and data region selected during setup. These are not ordinary preferences to change after transactions begin. Purchase order and supplier currencies are separate from reporting currency.
3. In Home → Settings, check existing users' access and status. Have the people performing purchasing, receiving and inventory work verify their own access. See Users and permissions.
4. Review the plan and operational capacity required for your stores, devices and work. Follow Plans and capacity for current information instead of assuming that an installed app means every live action is enabled.

Confirm items and supplier terms

1. Open a representative material and verify its identity, SKU and Shopify listings. Resolve duplicate or uncertain matches before receiving into that record.
2. Check its base unit, supplier unit, conversion factor and barcode where scanning is used. A case containing 24 each must not be treated as a single each.
3. Open the supplier and check the purchasing contact, currency, payment terms and lead time against the agreement.
4. Review linked supplier products, supplier SKUs, prices, minimum quantities and order multiples. Where procurement terms are used, verify the applicable active terms and effective dates.

For example, USD 24 per case of 24 each equals USD 1 per each. A line for 72 each at USD 1 per each totals USD 72 before additional charges. If the displayed total differs, inspect the unit and price basis before sending. Use Units and barcodes and Supplier products to correct the records.

Confirm physical locations and opening stock

1. Open Inventory → Locations & pools → Shared locations. Verify each receiving destination and its address, including any conflict between stores.
2. Check whether Main Warehouse and Outlet represent separate physical stock or whether store locations are copies of the same warehouse. Confirm shared locations only with that physical evidence.
3. Verify prepared quantities against opening stock. Do not add together multiple stores' copies of the same physical count.
4. Review on-hand, available and unavailable quantities separately. Resolve stock held for quality checks, damage or quarantine through the appropriate workflow.

If preparation status or stock quantities cannot be loaded, finish that investigation before relying on them for planning or corrections. See Opening inventory.

Confirm control and syncing

Open Inventory → Locations & pools → Authority and sync and check each shop's current inventory control, shared-pool membership and outgoing-update state.

For materials that Zapstra Inventory Management should update in Shopify, verify the correct pool's Stock Levels syncing state. Read the consequence before starting syncing: later changes to available stock go to Shopify automatically. Do not mistake selecting Zapstra Inventory Management-led control, preparing data or recording an opening quantity for proof that every update prerequisite has passed.

Resolve Stock recorded with a failed sync-enablement message by checking the recorded quantity and completing only the missing syncing step. Resolve separate safety-hold confirmation or operator-pause states where present. Use Inventory control and syncing for the sequence.

Verify a real workflow

Follow the first-purchase guide with a real order your team intends to place. Save and review the draft, then use the saved order's Submit to supplier action only when it should be sent. Check the supplier collaboration result.

Wait for the actual delivery. Count it, review the receiving form's prefilled quantities and complete a receipt only for the accepted and rejected goods you have checked. Confirm the receipt, purchase order receiving progress and material activity. Where Shopify should update, check the corresponding store and location after the update is processed.

If your first delivery is partial, verify that the remainder stays outstanding. If it includes rejected goods, check the draft dispute and deliberately send it when ready. Keep invoice review separate from goods receipt.

This verification should leave your team able to identify the order, receipt and stock outcome without guessing. Do not create fake receipts or inventory movements to produce a successful test result. If you still have an uncertain outcome, use Troubleshooting or open Support from Home with the relevant record references.