Stokly ERP and Peoplevox
Integration Agency & Consultants
Month-end stock takes often reveal the gap between what Stokly ERP says you own and what is physically available in Peoplevox. This typically becomes painful when stock levels or fulfilment statuses drift, leading to overselling or warehouse delays. We connect Stokly ERP and Peoplevox to align financial stock control with real-time warehouse execution, ensuring teams stop chasing data discrepancies and start hitting dispatch targets.
Mapping inventory gaps and system inefficiencies
We connect your Stokly ERP and Peoplevox WMS/3PL quickly, ensuring your ERP and WMS/3PL work together for efficient operations. Our consulting services are invaluable, offering system audit expertise that uncovers inefficiencies and integration gaps between Stokly ERP and Peoplevox. 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 deliver a consistently excellent experience to your customers, with reliable ERP and WMS/3PL integration at the core.
Solution Design
Our design for Stokly ERP and Peoplevox establishes Stokly as the financial master and Peoplevox as the owner of real-time warehouse execution. Sales orders flow into Peoplevox for fulfilment only after validation in the ERP. We make a specific design choice to calculate sales availability as 'On Hand' minus 'Allocated' from Peoplevox, rather than using the native 'Available' field. This trade-off prevents overselling while stock is sitting in packing stations, even if it adds a calculation layer. We also map Stokly 'Channels' to Peoplevox 'Despatch Channels' to ensure shipment webhooks do not fail due to carrier service mismatches. This design ensures finance closes monthly books off Stokly totals while the warehouse works from reliable, site-specific pick waves without locking conflicts.
Connecting financial records to warehouse execution
The integration maintains a strict ownership boundary: Stokly ERP owns the financial inventory record, while Peoplevox owns the real-time stock location. Orders move to the warehouse once Stokly confirms inventory ownership. We prevent common failures by mapping Stokly Location IDs to specific Peoplevox Site IDs, ensuring orders do not get stuck in an unassigned state. As Peoplevox dispatches goods, fulfilment signals flow back to update the ERP record. To protect inventory accuracy, the integration uses the physical stock levels to calculate availability, preventing overselling during high-volume pick waves. This monitoring captures mapping errors before they compound into reconciliation debt at month-end.
Secure orchestration for resilient data flows
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration between Stokly ERP and Peoplevox, connecting ERP and WMS/3PL systems. This approach simplifies data flow between Stokly ERP and Peoplevox WMS/3PL, reducing manual effort and risk. IPaaS platforms offer centralised management, robust compliance, and scalability, ensuring business data is protected and integrations are reliable and easy to maintain.
Monitoring data drift and sync exceptions
Standard dashboards often miss the underlying logic failures that cause data drift between systems. We focus on identifying exceptions where Stokly ERP and Peoplevox records diverge. This includes orders dispatched in the warehouse that fail to update the ERP, or stock adjustments that do not sync to the financial record. This approach ensures issues are surfaced before they impact month-end reconciliation or customer service. By monitoring the specific data points that matter for fulfilment, we provide teams with clear visibility into sync health and the exact manual fixes required to maintain accuracy.
Functional handover for finance and operations
Handover focuses on the finance and warehouse operations teams to ensure they own the new operating model. Warehouse teams learn to monitor fulfilment statuses and manage dispatch exceptions in Peoplevox. Finance teams are shown how to verify stock levels against Stokly ERP records and reconcile discrepancies. We provide operational documentation detailing daily checks and periodic tasks like stock-take alignment. This documentation defines who owns specific exceptions, including unmapped SKUs or stuck orders. It is written as a practical reference for the people running the business rather than a technical archive. This approach ensures knowledge remains with the operational teams responsible for daily fulfilment and financial accuracy.
Post go-live governance and exception management
Our support model focuses on preventing operational drift between the ERP and the warehouse floor. We monitor for specific exceptions like unassigned orders or failed shipment webhooks that could block warehouse operations. When a sync failure occurs, we prioritise resolution based on whether it impacts live stock availability or warehouse pick waves. This ensures your team spends less time on manual reconciliation and more time on fulfilment. We act as the technical layer ensuring the financial records in Stokly stay aligned with the physical reality in Peoplevox throughout the trading day.
Common failures
SKU mismatch halting order fulfilment.
Operational impact: If a Sales Order from Stokly ERP contains a SKU that does not perfectly match an item code in Peoplevox, the order will fail to create in the warehouse. This immediately halts fulfilment, creating order backlogs and forcing the operations team to manually investigate the data mismatch. At scale, this becomes a constant source of delay and customer service queries.
Prevention / Action: Stokly ERP must be the designated source of truth for all product master data. The integration logic should ensure that any new item record or SKU change in Stokly is synchronised to Peoplevox before any related Sales Order can be sent. A strict validation process, combined with monitoring for SKU mismatch errors, is critical to prevent this from interrupting warehouse operations.
Inventory sync latency causing overselling.
Operational impact: Delays in syncing stock adjustments or dispatch confirmations from Peoplevox back to Stokly ERP mean the central inventory record becomes inaccurate. During high-volume sales, this leads to overselling stock that the warehouse has already depleted. This erodes customer trust through cancelled orders and forces the finance team to process refunds and reconcile incorrect sales journals.
Prevention / Action: The integration must process dispatch events and stock adjustments from Peoplevox on a frequent, near real-time schedule to ensure Stokly's stock level is accurate. The design should include robust queue handling and retry logic for all inventory-related messages. This prevents updates from being lost during API throttling or brief system outages, which is crucial for maintaining inventory integrity.
Incomplete dispatch confirmations.
Operational impact: When a dispatch confirmation from Peoplevox fails to update the originating Sales Order in Stokly, the order remains marked as open. This blocks timely invoicing and revenue recognition, creating reconciliation work for the finance team. It also means customer dispatch notifications are not sent, leading to avoidable 'Where is my order?' queries for the customer service team.
Prevention / Action: Design the integration so that a 'despatched' status event in Peoplevox is the sole trigger for updating the Stokly Sales Order. A unique order identifier must be used to correlate the dispatch back to the correct transaction. An exception handling process is essential to catch any dispatch confirmations that fail to post, placing them in a dedicated queue for review by an operations lead.
Disconnected returns processing.
Operational impact: When a customer return is processed and put back into stock in Peoplevox without updating Stokly, the ERP's inventory count becomes incorrect. The finance team cannot confidently reconcile credit notes against physical stock movements, and inventory valuation for accounting periods becomes unreliable. This data gap means returned stock may not be available for resale, affecting revenue.
Prevention / Action: Define a clear, bi-directional returns process within the integration. A return journey should start in Stokly with an authorisation that creates an expected receipt in Peoplevox. Once the item is physically received in the warehouse, Peoplevox sends a confirmation back to Stokly, which updates the central stock record and signals to the finance team that a credit can be finalised.
Frequently asked questions
If Stokly ERP manages inventory, why is Peoplevox necessary?
Stokly ERP acts as the system of record for the financial value and total quantity of your stock, defining what you own. Peoplevox manages the physical reality within the warehouse, such as which bin an item is in and its pick/pack status. This integration connects Stokly's 'available-to-sell' number with the actual, physical 'available-to-pick' stock reported by Peoplevox, preventing overselling.
What is the most common reason for inventory discrepancies between Stokly ERP and Peoplevox?
Discrepancies typically begin when product data is not perfectly aligned between the two systems. For instance, if a new SKU is created in Stokly ERP but not correctly mapped to an item record in Peoplevox, any received stock or adjustments in the warehouse will not update Stokly's master inventory count. These gaps accumulate, leading to significant errors in the month-end stock take.
How does order and fulfilment data flow between Stokly ERP and Peoplevox?
The standard operating model involves Stokly ERP creating and sending sales orders to Peoplevox for fulfilment. Peoplevox then handles the entire pick, pack, and dispatch process in the warehouse. Once the order is despatched, Peoplevox sends an item fulfilment update back to Stokly ERP, which can then trigger invoicing and decrement the master inventory record.
How does this integration handle customer returns?
In many implementations, the returns process begins in Stokly ERP to manage the refund or credit note against the original sales order. The integration then creates a return authorisation in Peoplevox, alerting the warehouse to expect the incoming goods. Once the item is received and inspected, Peoplevox updates Stokly to add the SKU back into saleable inventory, closing the loop.