Stokly ERP and Magento
Integration Agency & Consultants
Intelligent Consulting
Detailed Solution Design
Smooth Integration
Visibility
Training
BigCommerce
Common failures
Inventory latency and overselling
Operational impact: When inventory updates from Stokly lag, Magento can sell stock that is no longer available. This forces the CX team to cancel orders and manage customer complaints. At scale, frequent overselling erodes customer trust and creates significant manual work for operations teams adjusting stock records and Sales Orders.
Prevention / Action: The integration must treat Stokly as the definitive source of truth for available-to-sell stock. Updates to Magento should run on a frequent, scheduled basis, using delta-based changes to minimise load. A well-defined stock buffer should be configured in Stokly, not Magento, to provide a safety net against unforeseen sync delays or demand spikes.
Product data ownership conflicts
Operational impact: If a SKU is changed in Magento but not Stokly, any associated Sales Order will fail to import into the ERP, halting the automated order-to-cash process. This leads to stalled shipments and requires manual intervention from the operations or finance team to create the order in Stokly. This failure breaks the connection between the sale and its financial and fulfilment records.
Prevention / Action: Establish a strict process where Stokly is the master system for all core product data, particularly for SKUs which must be treated as immutable identifiers. The integration logic should prevent critical fields from being editable in Magento. New SKUs or significant changes to item records should only flow from Stokly to Magento, not the other way.
Incomplete shipment and tracking synchronisation
Operational impact: If Stokly creates a dispatch but the shipment confirmation and tracking number fail to update in Magento, the customer is not notified. This increases 'where is my order?' queries to the customer service team. It can also delay payment capture in certain payment gateway configurations, affecting cash flow.
Prevention / Action: The integration design must include robust error handling and a retry strategy for shipment updates from Stokly. A monitoring process should be in place to detect orders that have an Item Fulfilment in the ERP but no corresponding shipment record in Magento after a defined period. Ensure all carrier codes used in Stokly are correctly mapped to recognised values in Magento.
Mismatched tax and order totals
Operational impact: Discrepancies arise when Magento and Stokly calculate VAT or rounding differently, causing order totals to diverge. While small on individual Sales Orders, this accumulates into a significant reconciliation challenge for the finance team at month-end. It complicates the matching of payouts to orders and requires manual journal entries to balance the accounts.
Prevention / Action: The integration should designate Magento's calculations as the source of truth for the transaction. Order totals, including tax and shipping, should be passed as fixed values into Stokly, with the ERP configured not to perform its own recalculations. A clear process for handling any minor rounding variances through a specific general ledger account is also recommended.
Frequently asked questions
If we change a product's SKU in Magento, will it break the synchronisation with Stokly ERP?
Yes, this will likely break the connection, as Stokly ERP should act as the master system for all product data, including SKUs. The correct workflow is to update the item record in Stokly, which then syncs to the corresponding product in the Magento catalogue. Managing SKUs in both Magento and Stokly creates data conflicts and causes order synchronisation to fail.
How does the integration handle the order-to-cash process when we are processing high volumes?
The integration automates the entire order-to-cash cycle, which is critical when manual entry is no longer viable. A new customer order in Magento automatically creates the corresponding Sales Order in Stokly ERP without manual intervention. Once the item is despatched from Stokly, the fulfilment status and tracking information are pushed back to Magento, completing the process.
We have had tax discrepancies between systems before. How do you prevent this between Magento and Stokly ERP?
Tax mismatches often happen if Magento calculates tax on a different basis than the ERP, such as one calculating at the line-item level while the other uses the subtotal. We enforce a single source of truth for tax calculation, typically within Stokly ERP. This ensures the final Sales Order in Stokly matches the Magento transaction, preventing difficult financial reconciliation work.
How are refunds handled? Does our team need to process them in both Magento and Stokly ERP?
No, the process is designed to prevent double entry. In a typical operating model, the customer service team processes the refund or exchange within Magento, which is the system facing the customer. The integration then generates the correct credit memo in Stokly ERP against the original Sales Order, ensuring the finance records are always accurate.
What happens if we manually create a shipment in Magento before Stokly ERP sends the update?
Manually creating a shipment in Magento will cause the automated integration to fail, as it cannot overwrite the existing record. When Stokly ERP tries to push the actual fulfilment details and tracking number, the update will be rejected. This risks customers not receiving their tracking details, so all fulfilment actions should originate from Stokly once the integration is live.