Understanding Inventory Sync: How Cahoot Works with Sales Channels
This guide explains how inventory synchronization works between Cahoot and various sales channels, including Shopify, Amazon, eBay, and other integrated platforms. Understanding this process is essential for maintaining accurate stock levels and preventing overselling.
Understanding the fundamental principle of inventory synchronization helps prevent common misconceptions and setup issues.
Sync Direction
- FROM Sales Channels TO Cahoot: When orders are fulfilled by Cahoot, inventory automatically decreases in both systems
- TO Sales Channels FROM Cahoot: Does NOT happen automatically - you must manually update sales channel inventory
- Why This Design: Prevents overselling and allows strategic inventory management across multiple fulfillment locations
Supported Platforms
This sync behavior applies to all integrated sales channels:
- Amazon (FBM orders)
- Shopify stores
- eBay listings
- Walmart Marketplace
- Other integrated platforms
The initial setup requires manual action to ensure your stock levels are accurate across all platforms before you start selling.
Required Steps After Cahoot Receives Inventory
1Confirm Receipt: Verify that your inbound has been received and processed at the Cahoot warehouse
2Check Cahoot Inventory: Review available quantities live in your Cahoot dashboard
3Update Each Sales Channel: Manually add or update inventory levels in:
- Amazon Seller Central (for FBM listings)
- Shopify admin panel
- eBay seller hub
- Walmart Seller Center
- Any other integrated platforms
4Double-Check Accuracy: Verify numbers match between Cahoot and each sales channel before going live
Once orders start flowing through Cahoot, inventory synchronization happens automatically for orders fulfilled by Cahoot.
How Automatic Sync Works
1Order Received: Customer places order on your sales channel
2Order Routes to Cahoot: Order automatically imports into Cahoot system
3Fulfillment Process: Cahoot picks, packs, and ships the order
4Inventory Updates: Stock levels automatically decrease in both:
- Cahoot's internal inventory system
- The originating sales channel (Amazon, Shopify, etc.)
Applies to All Cahoot-Fulfilled Orders
- Single-item orders
- Multi-item orders
- Orders from any integrated sales channel
- Both Network Seller and Label Software workflows
Following these best practices helps prevent inventory discrepancies and ensures smooth operations across all your sales channels.
1. Initial Setup Best Practices
- Always Update Sales Channels Manually: After receiving inbound stock at Cahoot, update inventory in each sales channel before enabling sales
- Double-Check All Numbers: Verify inventory quantities match between Cahoot and all sales platforms
- Test Before Going Live: Place a test order to confirm the sync workflow works properly
- Document Your Process: Keep records of when and how you update inventory across platforms
2. Order Processing Best Practices
- Route Everything Through Cahoot: When possible, ensure all orders flow through Cahoot for automatic sync
- Disconnect Competing 3PLs: Disable other fulfillment providers to prevent duplicate shipments
- Monitor Multi-Channel Orders: Pay special attention to orders from platforms with multiple fulfillment options
- Track External Fulfillment: Keep detailed records of any orders processed outside Cahoot
3. Regular Monitoring Best Practices
- Conduct Periodic Audits: Weekly or bi-weekly inventory reconciliation between systems
- Compare Stock Levels: Regular comparison between Cahoot and sales channel inventories
- Address Discrepancies Promptly: Investigate and resolve any differences immediately
- Contact Support When Needed: Reach out if you notice persistent or unexplained sync issues
Important: Orders processed outside of Cahoot won't automatically update Cahoot's inventory count, potentially causing discrepancies. Such orders include:
- Direct Shopify orders not routed through Cahoot
- Manual marketplace orders
- In-store or physical retail sales
- Orders through non-integrated channels
- Phone or email orders processed manually
Common questions about inventory synchronization and how it works across different scenarios.
Q: Why doesn't Cahoot automatically update my sales channel inventory?
A: You maintain full control over when products show as available for sale. This design prevents overselling and allows you to manage inventory strategy across multiple fulfillment locations. It also ensures you can coordinate inventory releases with marketing campaigns or seasonal strategies.
Q: What happens if I have inventory at Cahoot but zero inventory showing in my sales channel?
A: No orders will be generated since customers can't purchase out-of-stock items. You need to manually update your sales channel inventory to enable sales. This prevents accidental sales of unavailable inventory.
Q: Can I have inventory in multiple locations?
A: Yes, but you'll need to manually manage inventory allocation between Cahoot and other fulfillment locations to prevent overselling. Consider using inventory management software or maintaining detailed spreadsheets to track multi-location inventory.
Q: How quickly does inventory sync when an order is fulfilled?
A: Inventory updates typically occur within minutes of order fulfillment. The exact timing depends on your sales channel's API response time, but most platforms update within 1-5 minutes.
Q: Can I update inventory for multiple products at once?
A: This depends on your sales channel. Most platforms (Amazon, Shopify, eBay) offer bulk inventory update tools. Check your platform's seller resources for bulk upload templates and instructions.
Q: How do returns affect inventory sync?
A: Returns processed through Cahoot will automatically update inventory levels. Returns handled outside of Cahoot (like Amazon's return centers) will require manual inventory adjustments to maintain accuracy.