How is inventory synchronised with Ongoing?

  • Updated

When Sync inventory is enabled in the Ongoing app, Ongoing is the source of truth for your stock. TRAEDE picks up changes from Ongoing throughout the day, and runs a full sync every night that sets your stock in TRAEDE to match Ongoing.

Updates during the day

Every 5 minutes, TRAEDE checks Ongoing for new events and updates stock straight away.

Event in Ongoing What happens in TRAEDE
Order shipped The shipment is registered on the order. Stock is reduced when the shipment is invoiced, or when it is shipped, depending on your inventory settings.
Purchase order received When the purchase order is finished in Ongoing, the received quantities are registered on the production order delivery note. Stock goes up.
Manual stock adjustment The adjustment is copied to TRAEDE. The inventory change shows the comment from Ongoing, or Ongoing WMS correction if there is none.
Return received The return is registered in TRAEDE. See [LINK: Managing returns with Ongoing] for details.

The nightly sync

Every night at 03:00, TRAEDE sets your stock to the quantity in Ongoing. This corrects any differences that built up during the day.

Some items are on their way through the warehouse when the sync runs. Ongoing has already counted them, but TRAEDE has not yet. The sync takes these items into account, so they are not counted twice:

Situation What the sync does
Packed but not invoiced. The order has left the warehouse, but your settings reduce stock in TRAEDE only when it is invoiced. Adds the items back, so stock is only reduced once at invoicing.
Partly picked order. Ongoing has started picking the order but has not finished it yet. Adds the picked items back. Stock is reduced when the order is shipped.
Partly received purchase order. Ongoing has received some of the goods, but the purchase order is not finished yet. Subtracts the received items. Stock goes up when the purchase order is finished and received in TRAEDE.
3PL return not booked yet. The return is back in Ongoing, but not booked in TRAEDE. Subtracts the returned items. Stock goes up when you book the return.

Example: a partly picked order

You have 10 pieces of a product. An order for 3 pieces is being picked, and Ongoing has picked 2 of them when the sync runs at night.

  • Ongoing shows 8 in stock, because the 2 picked pieces are no longer on the shelf.
  • TRAEDE still shows 10, because the order has not shipped yet.
  • The sync adds back the 2 picked pieces and keeps stock at 10.
  • When the order is shipped, TRAEDE reduces stock by 3. Both systems now show 7.

Without this correction, TRAEDE would drop to 8 at night and then to 5 when the order is shipped.

Reading the difference report

Each nightly sync creates a difference report in Excel. Use it to see what changed and why.

  1. Go to Apps → Document exchange in the left menu.
  2. Filter on the Ongoing app and the sync_inventory document type.
  3. Open the sync for the night you want to check.
  4. Under Files, click Download next to diff_summary.xlsx.

The first tab, 3pl_differences, lists every product where stock changed or where TRAEDE and Ongoing differ. The most useful columns are:

Column What it shows
Traede inventory before sync Stock in TRAEDE just before the sync.
Remote 3PL quantity Stock in Ongoing.
Non invoiced in Traede Packed items that are not invoiced yet. Added back.
Picked in 3PL, not in Traede yet Items picked on orders that are not finished in Ongoing. Added back.
Received in 3PL, not in Traede yet Items received on purchase orders that are not finished in Ongoing. Subtracted.
Non booked 3PL returns Returned items that are not booked in TRAEDE. Subtracted.
Traede inventory after sync Stock in TRAEDE after the sync.
Diff vs Traede inventory before sync How much the sync changed stock in TRAEDE.
Message A short explanation of the difference.

The other tabs show where the adjustments come from. They only appear when there is something to show:

  • non_invoiced: the orders with packed items that are not invoiced.
  • picked_not_imported: the orders that are partly picked in Ongoing.
  • received_not_imported: the purchase orders that are partly received in Ongoing.

When stock is not synchronised

If stock for a product does not follow Ongoing, check these settings:

  • Sync 3PL inventory is off for the variant. Open the product, go to the Details tab and check the variant in the variants table.
  • The warehouse is not selected. In the Ongoing app, only warehouses selected under Ongoing warehouse locations (required to sync inventory) are synchronised.
  • The warehouse is mapped to another location. Under Inventory location mapping, each Ongoing warehouse updates its mapped TRAEDE location. Warehouses without a mapping update the default inventory location.
  • The product does not exist in Ongoing. Make sure the product has been sent to Ongoing with the same SKU.

Summary

Flow When Effect on stock in TRAEDE
Order shipped Within 5 minutes Reduces stock at shipping or invoicing
Purchase order finished Within 5 minutes Increases stock
Manual stock adjustment Within 5 minutes Adjusts stock by the same amount
Return received Within 5 minutes Registers the return
Nightly sync Every night at 03:00 Sets stock to match Ongoing, adjusted for items on their way through the warehouse

Related articles

Was this article helpful?

0 out of 0 found this helpful