Stokly ERP and NewStore POS
Integration Agency & Consultants
Manual reconciliation between NewStore POS and Stokly ERP usually becomes a breaking point as store counts increase. At lower volumes, teams can manually bridge gaps in sales data and inventory levels, but scale turns these gaps into operational drag. We ensure the connection between store transactions and the central ledger is accurate, so every retail sale is captured in Stokly. This prevents inventory discrepancies and ensures that finance can trust the numbers during month-end close without chasing data across different systems.
Identifying inventory gaps and system inefficiencies
Cogent2 connects your Stokly ERP and NewStore POS quickly, ensuring your ERP and POS work together efficiently. Our consulting services are invaluable, offering system audit expertise that uncovers inefficiencies and integration gaps between Stokly ERP and NewStore POS. These audits empower both our consultants and your team to take decisive action, helping your technology ecosystem run smoothly and efficiently. This means you can focus on delivering an excellent customer experience, confident that your ERP and POS are optimised for your business needs.
Solution Design
Design for Stokly and NewStore prioritises the order-to-cash lifecycle and inventory integrity. We typically establish Stokly as the inventory and financial master, while NewStore owns the retail transaction capture. A core decision involves the timing of sales postings: batching daily POS summaries into Stokly often ensures cleaner financial reconciliation, even if it introduces a slight lag in intra-day reporting. We prioritise stock synchronisation to protect against overselling in high-volume multi-channel environments. This opinionated design ensures finance closes the month with accurate numbers while store teams work from reliable inventory levels. By focusing on data reliability, we help remove the manual reconciliation burden that often affects retail operations at scale.
Syncing retail transactions with central ledgers
This integration establishes Stokly ERP as the central ledger for inventory, pricing, and financial reporting, while NewStore POS manages the retail transaction layer. Sales data flows from NewStore into Stokly, where transactions are mapped to specific ledger accounts and store locations. To prevent overselling, Stokly pushes stock updates to NewStore on a defined schedule, maintaining a single view of availability across the estate. We embed monitoring to capture SKU mismatches or failed syncs before they impact the financial close. By automating the link between POS sales and the ERP ledger, teams move from manual data entry to exception-based management, ensuring retail transactions stay in step with central stock levels.
Building on secure integration infrastructure platforms
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration between Stokly ERP and NewStore POS. This approach ensures ERP and POS data from Stokly ERP and NewStore POS is transferred safely, reducing risk and complexity. IPaaS platforms simplify management, support scalability, and maintain compliance, making integrations more reliable and secure for businesses handling sensitive information.
Surfacing reconciliation errors and sync failures
Standard dashboards often show active connections while reconciliation gaps compound in the background. Our approach surfaces hidden issues, such as NewStore transactions that failed to post to Stokly or inventory adjustments that have not synchronised across the estate. We provide a clear view of the order-to-cash cycle, allowing teams to resolve exceptions before they impact month-end reporting. By monitoring the specific touchpoints between POS sales and ERP financials, we ensure that store-level activity is accurately reflected in the central record.
Handing over the retail operating model
Handover focuses on operational ownership for finance, retail ops, and ecommerce teams. We define the operating model for Stokly and NewStore so your team recognises where every order, refund, and stock movement originates. Training covers how to interpret alerts from the integration layer and perform regular reconciliation checks. We provide operational documentation written for the people running the business rather than technical reference. This covers what to check on a defined schedule and who owns specific exception types, such as mapping errors or stock sync failures. This ensures the team can resolve sync issues and maintain inventory accuracy without ongoing intervention.
Maintaining financial accuracy after go live
Support moves beyond technical fixes to provide ongoing operational ownership. We monitor the Stokly and NewStore connection for failed transactions, stock mismatches, and reconciliation errors, escalating issues before they disrupt store operations or financial reporting. Our team identifies when issues occur, such as sync failures or mapping gaps. This ensures your integration remains a reliable asset that maintains your financial accuracy as the business scales across new stores and locations.
Common failures
Inventory latency and overselling
Operational impact: When stock level updates from NewStore POS are delayed, Stokly ERP's view of inventory becomes inaccurate. This allows other channels to sell items that are no longer physically available, leading to cancelled orders and CX team overhead. Consistently overselling erodes customer trust and forces fulfilment teams to manage frequent exceptions, while finance may see discrepancies between forecast sales and actual fulfilled orders.
Prevention / Action: The integration should use a queued, sequential process to handle all inventory-related transactions from NewStore, ensuring sales are processed before new stock adjustments. Stokly must be configured as the central source of truth for all available-to-sell stock figures pushed to sales channels. The sync from POS to ERP should be scheduled to run at a high frequency, sufficient to prevent stock contention between retail stores and other channels during peak trade.
Mismatched financial reconciliation
Operational impact: If daily sales and payment data from NewStore is not posted correctly to Stokly, the finance team cannot close the books. They are forced into manual daily reconciliation, comparing POS Z-reports to what has appeared in the general ledger. This process is time-consuming, error-prone, and delays the month-end close, while undermining confidence in the accuracy of revenue and tax reporting.
Prevention / Action: Design the integration to post a single, consolidated daily summary from NewStore into Stokly as a Journal Entry. This entry should represent the day's total sales, tender types, and tax liabilities, matching the POS end-of-day report exactly. Implement automated validation checks that compare the journal total to the source report from NewStore and create an alert for the finance team if any discrepancy is found.
Product master data divergence
Operational impact: When SKU, barcode, or pricing data is not perfectly synchronised, operational issues appear at the point of sale. An incorrect price in NewStore that does not match Stokly leads to margin erosion or checkout disputes. A new SKU created in Stokly that does not exist in the POS cannot be sold, halting a product launch in-store. This forces manual overrides by store staff and creates downstream reconciliation work for merchandising and finance teams.
Prevention / Action: Centralise ownership of all product master data within Stokly ERP, making it the single source of truth. The integration logic should be unidirectional for item data, pushing updates from Stokly to NewStore and preventing edits in the POS. Schedule a daily audit process that queries and compares key fields (like price and barcode) for all SKUs between the two systems, flagging any inconsistencies for immediate review by the data management team.
Failed processing of in-store returns
Operational impact: A return processed in NewStore POS must trigger two distinct outcomes in Stokly: a financial credit and an inventory adjustment. If the stock movement fails, returned items are not added back to saleable inventory, resulting in phantom stock that cannot be sold. At scale, this growing discrepancy between physical and system stock levels hurts revenue and requires costly, labour-intensive stock-takes to correct.
Prevention / Action: Design the return integration to be as robust as the sales process. A return event from NewStore must create a related credit note in Stokly against the original sales order. The integration must then explicitly check the return reason or disposition code to determine whether to trigger a positive inventory adjustment in Stokly, adding the item back to the correct warehouse or store location's stock level.
Frequently asked questions
How does the integration handle financial reconciliation between NewStore POS and Stokly ERP?
The integration pulls transaction data from NewStore POS and posts it to Stokly. This ensures that revenue, tax, and payments are mapped to the correct ledger accounts, reducing the time required for month-end reconciliation.
How does the integration maintain accurate stock levels?
Stokly ERP is the central inventory authority. When a sale is completed in NewStore POS, the transaction is reflected in Stokly to update available stock levels. Stokly then shares these positions with NewStore to maintain accuracy across locations.
Will we need to manage product data in both systems?
No, the integration uses Stokly as the product master. New items or SKU updates created in Stokly are shared with NewStore POS. This maintains consistency and prevents the errors associated with double data entry.
How are in-store returns reflected in Stokly inventory?
When a return is processed in NewStore, the integration creates a record in Stokly. This update typically adjusts the stock level to return the item to inventory, ensuring your central ledger and store stock levels remain aligned.