Stokly ERP and Scend
Integration Agency & Consultants
Inventory accuracy fractures when Stokly ERP and Scend operate in isolation. At lower volumes, manual adjustments can hide the gap between financial stock levels and warehouse reality, but as order frequency increases, the risk of overselling and dispatch delays grows. This disconnect often leads to stockout alerts on available items and damages customer trust. Establishing a reliable flow between Stokly's master data and Scend's fulfilment status ensures that available-to-promise figures remain accurate across your sales channels.
Mapping your tech stack and gaps
We connect your Stokly ERP and Scend quickly, ensuring your ERP and WMS/3PL integrations work efficiently. Our consulting services are invaluable, with our system audit providing a thorough review of your tech stack, including Stokly ERP and Scend, to identify inefficiencies and integration gaps. This enables our consultants and your team to take decisive action, helping your ERP, WMS/3PL, and related systems run smoothly. The result: a reliable tech ecosystem that supports excellent customer experiences.
Solution Design
Our design for Stokly ERP and Scend prioritises financial integrity and fulfilment speed by establishing Stokly as the master for product data while Scend owns inventory levels. We typically configure a bidirectional flow where Stokly pushes order data to Scend upon payment capture, and Scend pushes fulfilment confirmations back to Stokly to update order status. A key design decision involves the cadence of inventory synchronisation. We often opt for scheduled batch updates over real-time triggers to ensure a stable reconciliation point for finance and to prevent API instability from affecting stock accuracy. This opinionated approach ensures the finance team can trust month-end stock valuations in Stokly while the operations team maintains high-speed dispatch within Scend.
Bidirectional order and inventory data flow
The integration acts as a bidirectional bridge, ensuring Stokly ERP remains the financial system of record while Scend manages the physical fulfilment. When an order is confirmed in Stokly, it is transmitted to Scend with all required line items and customer data. Once Scend completes the pick and pack process, it pushes a fulfilment status and tracking information back to Stokly to close the loop. We implement monitoring to detect failed syncs early, ensuring that unmapped SKUs or orders stuck in a processing state are surfaced for resolution before they impact your dispatch targets.
Orchestrating workflows on secure middleware platforms
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations, Stokly ERP and Scend benefit from secure, efficient integration with ERP, WMS/3PL, and other platforms. IPaaS simplifies connecting Stokly ERP and Scend to WMS/3PL systems, ensuring data integrity and compliance. This approach reduces risk, supports scalability, and guarantees that security standards are met, making integration projects faster and more reliable for both Stokly ERP and Scend.
Surfacing exceptions and stock level drift
Standard dashboards often miss the quiet failures that erode operational trust. Hidden issues, such as stock level drift or partially fulfilled orders that haven't updated in Stokly, can compound into month-end reconciliation nightmares. Our approach provides visibility into the state of every transaction. We surface specific exceptions, such as when the available stock quantity in Scend deviates from the reported stock in Stokly, allowing your team to intervene before you oversell. Monitoring ensures that you are not just seeing that the integration is live, but that the data moving between Stokly and Scend is accurate and complete.
Enabling teams to manage daily operations
Handover focuses on helping finance and operations teams master the connection between Stokly ERP and Scend. We train your teams to own the operating model, specifically how to monitor the movement from a Stokly sales order to a Scend shipment confirmation. Operations teams learn to handle common exceptions such as SKU mismatches, while finance teams learn to verify that stock levels in Stokly remain aligned with physical inventory in Scend. We provide operational documentation that serves as a practical guide for daily and weekly checks, ensuring your team can confidently manage alerts and maintain data integrity without technical assistance.
Post launch monitoring and system health
Following launch, we provide ongoing monitoring to ensure your data flows correctly between Stokly and Scend. We focus on identifying sync failures or reconciliation gaps before they disrupt warehouse operations. Our team manages the technical health of the integration, providing visibility into order status and inventory alignment. If issues arise, we follow a defined escalation process to resolve data disruptions, allowing your operations team to stay focused on fulfilment and sales.
Common failures
SKU master data mismatch
Operational impact: If Stokly's master SKU record does not perfectly match the corresponding item in Scend, inventory updates will fail or apply to the wrong product. This results in overselling on connected sales channels, showing items as out of stock when they are available, and creating investigation work for fulfilment and CX teams. Ultimately, it erodes trust in the inventory accuracy between the ERP and the warehouse.
Prevention / Action: Stokly ERP must be the single source of truth for all SKU master data creation and updates. The integration logic should enforce this by only allowing SKU data to flow from Stokly to Scend. A pre-emptive validation process should check for SKU format consistency, and any detected mismatches must be flagged in an exception queue for operational review before they impact live stock levels.
Delayed or failed dispatch confirmation
Operational impact: When Scend dispatches an order but the confirmation fails to update the Sales Order in Stokly, the order-to-cash cycle stalls. The finance team cannot generate an invoice or recognise revenue because the Item Fulfilment record does not exist in the ERP. This leaves financial stock levels artificially high and creates significant manual reconciliation work to match Scend's dispatch records with open Sales Orders in Stokly.
Prevention / Action: Design the integration with persistent queueing and robust retry logic for all fulfilment updates flowing from Scend to Stokly. Each shipment notification must contain a unique reference to prevent duplicate processing. An operational dashboard should monitor for failed updates, alerting the team if a dispatch confirmation fails to create a corresponding Item Fulfilment in Stokly within an agreed timeframe.
Mismatched returns and credit adjustments
Operational impact: A return processed physically in Scend does not automatically create the corresponding financial transaction in Stokly ERP. This leads to a mismatch where inventory counts are correct in the warehouse but inventory asset valuation in the ERP is wrong. The finance team cannot reconcile physical stock counts with balance sheet values, and CX cannot issue accurate customer refunds, leading to delays and manual adjustments during month-end close.
Prevention / Action: Establish a clear, sequential returns process. Scend should own the physical receipt of goods, which triggers a notification to Stokly. This notification should prompt the creation of a 'Return Authorisation' in the ERP, which can then be reviewed by the finance or CX team before a 'Credit Memo' is formally issued. This separates the physical warehouse event from the financial accounting event, ensuring proper controls.
API rate limiting during peak volume
Operational impact: During high-volume periods, a surge in orders or inventory movements can exceed the API call limits for either Stokly or Scend. When the integration is throttled, stock level updates from Scend are delayed, leading to overselling long after a product is sold out. It also creates a backlog of Sales Orders waiting to be sent to Scend, delaying dispatch and breaking delivery promises to customers.
Prevention / Action: The integration should be designed to use bulk API endpoints for updating multiple records in a single call, rather than one-by-one. Implement intelligent queue management with an exponential backoff retry strategy to handle rate-limiting errors gracefully without halting all data flow. Schedule non-critical, high-volume data transfers like catalogue updates for off-peak hours to reserve API capacity for essential order and stock syncs.
Frequently asked questions
Which system is the source of truth for financial data like revenue and cost of goods sold?
Stokly ERP is the definitive source of truth for all financial data, ensuring your finance team has a single point for reconciliation. While Scend manages the physical fulfilment process, all sales orders flow through Stokly ERP, which handles revenue recognition and calculates the cost of goods sold from its item records upon shipment. This separation ensures financial reporting remains accurate and centralised within the ERP.
What happens if our SKUs in Stokly ERP don't perfectly match the item identifiers in Scend?
A SKU mismatch breaks the critical link for inventory updates and is a common point of failure. Because Stokly ERP is the source of truth for the item record, any discrepancy prevents Scend from posting stock changes correctly. For instance, a shipment processed in Scend will not update the inventory level in Stokly for the right SKU, leading to inaccurate available-to-promise data on sales channels and errors in your financial stock valuation.
How does the integration handle stock for product bundles and kits?
This requires careful mapping, as misaligned logic between Stokly ERP and Scend will corrupt inventory data. If Stokly treats a bundle as a list of component SKUs but Scend knows it only as one pre-assembled kit SKU, it cannot decrement stock correctly. When a bundle sells, Scend can't inform Stokly to reduce the component inventory levels, leading to overselling the individual items.
How frequently does inventory sync from Scend, and what are the risks?
In most implementations, inventory updates from Scend are sent to Stokly ERP on a periodic schedule, not in real-time. This creates a small delay between a physical stock movement in the warehouse and its reflection in the ERP's master inventory record. During high-velocity sales periods, relying on this data without understanding the sync timing can easily lead to overselling, as Stokly might show stock that has already been allocated by Scend.
What could stop a shipment confirmation from Scend updating the sales order in Stokly ERP?
This failure commonly occurs when the sales order in Stokly ERP is not in a state that can accept an update from the warehouse. For example, if an order is manually cancelled in Stokly after it has already been sent to Scend for fulfilment, the integration will reject the shipment confirmation when it arrives. This creates a data conflict where the order appears dispatched in Scend but remains open in Stokly, disrupting the order-to-cash process.