WAIR For Retail and Khaos Control
Integration Agency & Consultants
Month-end financial close is usually the moment where stock reconciliation gaps become impossible to ignore. When inventory levels in Khaos Control drift from the physical reality in WAIR For Retail, teams lose hours to manual corrections and finance loses trust in the valuation. At scale, these discrepancies lead to lost sales through overselling or stock-outs. We connect WAIR For Retail to Khaos Control as a direct operational link, ensuring your ERP reflects accurate availability and financial truth without a manual retry loop.
Auditing inventory workflows and system health
We connect your WAIR For Retail and Khaos Control integration swiftly, supporting Inventory Management and ERP requirements. Our consulting services are invaluable, with our system audit services enabling both our consultants and your team to take decisive action. This ensures your tech ecosystem—including WAIR For Retail, Khaos Control, Inventory Management, and ERP—runs efficiently. By identifying and addressing inefficiencies, our audits help you deliver a great customer experience and keep your operations running smoothly as your business evolves.
Solution Design
Our design for the WAIR For Retail and Khaos Control integration prioritises financial fidelity. In most setups, WAIR acts as the primary source for real-time retail inventory, while Khaos Control serves as the master for sales orders and financial valuation. A key decision involves the timing of stock updates. We commonly choose to buffer these updates to protect ERP stability, accepting a minor lag in reporting to ensure reconciliation remains accurate. This design ensures that finance can trust the numbers in Khaos Control for the month-end close, while operations rely on accurate availability data to prevent overselling. The integration is designed around how your team actually works, ensuring data integrity across both systems.
Mapping stock logic and order flows
WAIR For Retail acts as the primary source for real-time inventory, pushing stock updates directly into Khaos Control to maintain the master financial record. In many implementations, the integration targets the 'Available' stock figure to ensure the ERP does not overstate sellable stock. The logic is designed to account for Khaos Control's 'Stock Items with Sub-items', preventing inventory figures from being double-counted across parent and child SKUs. Fulfilment status and tracking details flow back to Khaos Control to close sales orders and update the nominal ledger, ensuring your financial reporting is supported by trustworthy data.
Orchestrating secure flows via accredited middleware
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration of WAIR For Retail and Khaos Control for Inventory Management and ERP. WAIR For Retail benefits from real-time Inventory Management, while Khaos Control connects ERP data securely. IPaaS platforms simplify integration, reduce manual effort, and ensure compliance, making it easier to connect Khaos Control and WAIR For Retail with robust security as a minimum requirement.
Surfacing data drift and sync exceptions
Dashboards alone do not prevent data drift. Our approach provides visibility into your integration by surfacing the specific issues that can delay a financial close, such as failed stock syncs or mismatched orders. We monitor the connection between WAIR For Retail and Khaos Control, flagging when a transaction fails to post as expected. Instead of basic logs, you receive operational insights that identify which records need attention. This early detection helps prevent sync errors from compounding into larger reconciliation gaps at the end of the month. You gain the clarity to see the state of your data and the ability to address exceptions before they impact your operations or financial reporting.
Operating models for internal data ownership
Training ensures your finance, operations and ecommerce teams own the logic of the WAIR and Khaos Control integration. We hand over a clear operating model detailing where inventory and order data lives and how it moves between systems. Your team typically learns what to check daily to maintain data integrity, how to interpret alerts from the integration layer and which department owns specific exception types. This handover is supported by operational documentation written for the people running the business, not for technical reference. It focuses on day-to-day management and monthly reconciliation tasks to ensure the team remains confident in the numbers after handover.
Preventing reconciliation debt after launch
Post-launch support focuses on preventing reconciliation debt. We monitor the integration for common failure patterns, such as inventory desynchronisation or SKU mismatches. Our monitoring surfaces exceptions where a product mapping fails or a data discrepancy occurs between the WAIR configuration and Khaos Stock Item attributes. This allows your team to focus on fulfilment and trading, while we manage the connectivity that keeps your financial and operational systems in step.
Common failures
SKU and product data mismatch.
Operational impact: If the SKU or product code in WAIR For Retail does not exactly match the corresponding Stock Code in Khaos Control, all related processes fail. Stock level updates from WAIR are rejected, leaving Khaos with stale inventory data. This inaccuracy directly impacts financial reporting and can lead to the ops team being unable to process sales orders containing the affected SKUs, causing fulfilment delays.
Prevention / Action: Establish Khaos Control as the single source of truth for all product master data, including SKU generation. Implement a strict data governance process where new SKUs are created in Khaos first and then synced to WAIR. The integration logic must include specific exception handling to flag any 'SKU not found' errors and route them to a data management team for immediate resolution.
Inventory sync latency and overselling.
Operational impact: When stock updates from WAIR For Retail are delayed, Khaos Control operates on out-of-date inventory levels. This presents a significant risk of overselling, where Khaos accepts orders for stock that has already been sold or allocated in WAIR. The subsequent order cancellations damage customer trust and create manual correction work for CX and finance teams reconciling payments against failed sales orders.
Prevention / Action: Design the integration to process inventory adjustments from WAIR as a high-priority, event-driven flow rather than relying on slow batch updates. Define a target latency for stock level synchronisation and build monitoring to alert the technical team if queues are building or syncs are failing. This allows for proactive intervention before stale data causes significant overselling.
Failed or incomplete dispatch confirmations.
Operational impact: When WAIR dispatches an order, it must update Khaos Control with fulfilment status, carrier details, and tracking numbers. If this return sync fails or the data is incomplete, the Sales Order in Khaos remains open and unfulfilled. This blocks accurate revenue recognition for the finance team and leaves the customer service team without the tracking information needed to handle customer queries.
Prevention / Action: Map all required fulfilment fields between the two systems, ensuring courier service codes in WAIR correspond correctly to delivery methods in Khaos. The integration should listen for dispatch events from WAIR and have a scheduled, recurring job to audit for discrepancies. This reconciliation process identifies and corrects any open Sales Orders in Khaos that have already been fulfilled in WAIR but missed the initial update.
Frequently asked questions
Why does stock in Khaos Control sometimes drift even with a sync active?
Common causes include failing to handle Khaos Control's 'Stock Items with Sub-items' correctly, which can lead to double-counting local inventory. Another risk is sync jobs failing to handle API pagination for larger catalogues, leading to silent desynchronisation where only a portion of the inventory is updated.
How do we keep our demand forecasting accurate in WAIR?
To ensure trustworthy forecasting, the integration filters out non-commercial transactions, such as 'Test' or 'Internal' company classes in Khaos Control. If this data enters WAIR, it can skew the size-recommendation algorithms. Filtering ensures WAIR receives a clean signal for demand planning.
What happens if a SKU syncs but won't show on the storefront?
This often indicates a data alignment issue where the Khaos Control 'Stock Item' attributes do not match the expected WAIR 'Body Map' configuration. Even if stock levels technicaly sync, the discrepancy prevents the retail system from displaying the product correctly to customers.
Which stock figure is moved from Khaos Control to WAIR?
The integration typically targets the 'Available' figure, which is calculated as Physical stock minus what is already Allocated to orders. This prevents WAIR from recommending stock that is already committed elsewhere in the ERP, reducing the risk of overselling.