How to Manage and Track Inventory for your Shopify Store

Shopify inventory tracking techniques for manufacturers around the world. Must-read for those tracking inventory for both finished goods and raw materials.

Shopify Inventory Tracking for Manufacturers
Published: 02.12.2020

Selling online has become a necessity in recent years, mostly because of the benefits such as direct access to customers, immediate feedback on your products, and more control over your customer service, without having to pay any traders or resellers.

Many manufacturers get set-up with Shopify as their go-to eCommerce platform, as it’s a great tool to get started with and easy to use.

But, there’s one crucial element missing…

Shopify inventory tracking tailored for scaling manufacturers.

Even though you won’t be able to manage your production without 3rd party assistance, it’s still adventurous for manufacturers to be on the platform.

The eCommerce giant Shopify may have started in a humble maker’s garage, but rapid growth has seen the number of sellers on the platform explode from 6,000 to over 800,000 in less than ten years.

The online marketplace contributes to just under 10% of global sales, and a recent study predicts that global eCommerce sales will reach $4.8 trillion by 2021. At the beginning of the next decade, there will be about 2.1 billion shoppers buying goods and services online.

And this isn’t taking into account the recent explosion of remote work too, with many manufacturers abandoning brick-and-mortar stores to be 100% digital.

Looking for a purpose-built inventory management solution for your Shopify Store? Katana is the Shopify inventory management solution your business needs – sign-up for a free 14-day trial.

In this article, we’re going to look into how manufacturers can use Shopify online store inventory management for their business and why you need inventory management if Shopify works?

How to Track Product Inventory in Shopify

The basic feature expects you to set up the Shopify inventory tracking and adjust the inventory in your Shopify account yourself.

As a result, many Shopify sellers make do by managing inventory on Shopify without the features offered as standard. To set it up you need to enable transfers:

  1. Go to your Shopify admin;
  2. Select one of your Shopify product variants and click on “Edit”;
  3. In this window, go to the “Inventory” section and find the “Inventory Policy” drop-down menu;
  4. Select “Shopify Tracks this Product’s Inventory”; and
  5. Don’t forget to save your changes.

After you set up a transfer for one of your products, you can set Shopify to receive inventory for this particular Shopify SKU. You can click on “Add Transfer” to set the number of items expected to be supplied into your Shopify inventory.

However, scaling manufacturers take care of their raw materials, inventory, product recipes, and production processes in large, clumsy inefficient Excel sheets.

But don’t worry – there’s no need to throw your computer out the window yet.

External Shopify inventory control systems have become a viable option to iron out the creases in the platform’s native system.

But before we delve into the different types of job shop manufacturing software that focuses on Shopify integrations, let’s first explore the native Shopify online store inventory system.

Is There a Built-In Shopify Online Store Inventory Solution?

Many manufacturers selling on the platform ask if it has a ready-made Shopify inventory tracking system.

Yes and no.

The Shopify track inventory basic function is okay if you’re reselling. Shopify inventory tracking allows you to monitor stock coming from a supplier and what you’ve sold.

But companies that make their products have a more complex workflow and find the Shopify inventory solution is missing features such as:

  • Raw material and work-in-progress (WIP) inventory tracking;
  • Bill of materials (BOMs) management;
  • Production planning;
  • Manufacturing floor-level control; and
  • Manufacturing cost calculations.

Do you use Excel to Shopify track inventory and production? We’ve got news! There’s a better way of managing inventory on Shopify.

The best way to handle Shopify inventory tracking is to take advantage of Shopify inventory software like Katana.

Why Do You Need an Inventory Management if Shopify Works?

You might be already asking yourself, “Why do I need a inventory solution if Shopify works?”

After all, you can manage your sales and track your inventory with Shopify alone, which looks like a two-birds-with-one-stone solution.

However, as already touched upon within the previous section, Shopify online store inventory is perfect for drop shippers or merchants who act as a middleman.

But as a manufacturer, you might have a decent inventory system to track your finished goods, but there are no features for tracking your raw materials or WIP inventory.

That’s why many D2C manufacturers turn to a Shopify order management system to bridge the gap between their sales and their manufacturing order processes.

Manufacturers can take their Shopify inventory management to the next level with 3rd party Shopify tools like Katana, that will give them:

Automatic Booking Engine

Auto-booking systems remove the need for manual tracking. Any available products and raw materials are allocated to open orders.

Shopify inventory integrations give you the tools to easily track the status of your orders and implement better procurement practices, improving your order fulfillment rate.

Sales Orders Fulfillment Synchronization

There’s no need to run back and forth between the different apps that you use. You can synchronize your SOs to your 3rd party software that will update the fulfilled/delivered sales on both apps.

This synchronization process also transfers to your inventory once a finished good has been removed from one inventory, the other app will reflect the reduction too.

A Smooth Production Process

The basic Shopify inventory system doesn’t give you any functions to manage your production processes. By using manufacturing software, you’ll be able to plan and schedule production while being able to reprioritize your important orders.

Best of all, if the system has an auto-booking engine when you reprioritize your workflow, your products and materials will be reallocated automatically.

So, that’s just some of the benefits of using a Smart Manufacturing Software like Katana. But, how do you set up a 3rd party software to help you manage your Shopify sales and manufacturing orders?

Katana automatically receives all orders from Shopify and allows you to get better Shopify inventory tracking of your raw materials and production process.

This way, you never miss a deadline, and you’ll always have the right number of materials available in stock.

Shopify Main Page.

Setting up Katana for Shopify Inventory Tracking

1. First, log in to your Katana account.

Log-in page for Katana.

2. Click on “Settings” in the top bar.

3. Select “Integrations” from the left-hand side menu.

Connect Shopify Main Store with Katana.

4. An input screen will pop up showing three stages. For the first, you need to input your Shopify Store address and click “Next” once finished.

In our case, that will be “leatherstore21” a leather manufacturer.

Insert Shopify Store Name in Katana.

5. On the next screen, make sure the options to import Shopify customers, products, and stock levels of products are selected.

You can choose to apply the same tax rates applied in your Shopify store to your Katana products.

Also, you can set the initial price of your products in Katana excluding the tax rate applied to your Shopify products.

Data Import into Katana.

6. On the final screen, you can review your settings. When you are satisfied click “Ok, connect my store” and the system will automatically redirect you to your Shopify store. Install the app then you’re ready to roll!

Confirm Shopify Integration with Katana.

Congratulations! You have now integrated your Katana account with Shopify and it took less than one minute.

This will save you hours of time importing and exporting orders manually.

Katana and Shopify can talk to each other to completely streamline your order fulfillment cycle online.

Now managaing inventory between Shopify and Katana is a piece of cake!


PRO TIP: Check out this video tutorial on how to connect your Shopify store with Katana, and learn about how smart Shopify inventory tracking can help your business.

Now that we can see all our orders and products, we can move on to adding the materials necessary to create our products.

For example, the raw materials necessary to produce one of our wrap wallets are thread and leather in various colors — brown, black, beige, and cognac. Let’s add these into Katana, by clicking the “+” sign and “Material”.

Add Materials in the Katana system.

Add the materials variants if you need. In our case, we have leather in four different colors: brown, black, beige and cognac.

Add materials info into Katana.

Then, add your variant code, reorder point and purchase price.

Next, let’s create the product recipes, based on the materials we’ve just added.

For a wrap wallet, we need 13 feet of thread and 3 square feet of leather (brown, black, beige or cognac).

By clicking “Add new row” you can add all the ingredients you need, in the specified quantity and color.

Create a Product Recipe in Katana.

Finally, let’s see what actions need to be done, in order to produce one wrap wallet.

In the “Production Operations” tab, we’ll add “Cutting”“Sewing” and “Assembly” as operation steps, with their respective resource, cost per hour, time/duration and cost.

Production Operations Screen in Katana.

Now we have everything we need to Shopify track inventory!

What Modern Manufacturers Need to Know About Good Shopify Inventory Solutions

There are two important steps to start handling your production and inventory management properly:

A. Know what needs to be produced in order to fulfill a sales order and what materials are required to complete production

When an order comes via your Shopify store, an integrated app like Katana will automatically pull the order and give you the answers to the following critical questions:

  1. How many units of ordered products are immediately available in the stock for delivery?
  2. How many units of ordered products are missing that need to be produced to fulfill the order?
  3. What materials are required to produce the missing quantities?
  4. Are these materials available in stock or should you order some additional materials from suppliers?
  5. When would the missing materials arrive, so that production can resume?

Answers to the first two questions listed above are typically available on the sales order level.

As soon as you open the Shopify-imported sales orders in the Smart Manufacturing Software you will see product availability information based on your actual stock levels.

This means that you can see how many units of ordered products are available in stock and how many units you need to be additionally produced to fulfill the order.

Katana, the Smart Manufacturing Software, takes it up a notch and also shows you how many units of products are available in stock and how many units expected from production have already been booked/reserved by sales orders that have arrived earlier (are higher ranked), and are still unfulfilled.

In Katana, you can also change the priorities of sales order via drag-and-drop in case you need to prioritize a recent order to be fulfilled earlier than other open orders.

It also re-books available units of ordered products automatically based on sales order ranking — this makes it easy to manage express orders that need to be delivered to customers as soon as possible.

Katana Sales Grid.

In order to provide answers to the last three questions, you need to define production recipes (bill of materials) for each product you make, just like we did in the leather accessories example above.

Think of it as a link between the final product and the materials you use for producing it.

Once Katana’s Shopify inventory software has the production recipe info available and you have created a manufacturing order for the missing units, it will be able to tell you exactly what materials you lack to complete the production and when would such materials become available.

For all the missing materials you can create a purchase order with a click of a button and it will be automatically sent to your suppliers.

Create a purchase order to be automatically sent to your suppliers.

Also, when you complete your manufacturing orders, Katana’s MRP system will automatically reduce the stock levels of materials consumed during production and increase the stock level of products produced.

Typically, Shopify inventory apps are meant for traders and wholesalers, lack the functionality of production recipes and thus, you end up adjusting your stock levels manually.

In Katana, you can also create production recipes that include sub-assemblies — products inside products, inside products, inside… you get the idea. And you will have visibility of materials required throughout the multi-level product recipes.

Additionally, MRP apps have built-in reorder point and safety stock functionality. By setting desired levels you can keep your stock levels optimized so you have the right level of products and materials available.

Optimal Stock = Better Cash low.

Think of Katana’s MRP system as a Shopify inventory control app tailored for manufacturers. MRP is not only about how to Shopify track inventory, but it also helps you plan your manufacturing and ensure floor-level efficiency.

Know what is being produced next and plan ahead

A manufacturing plan is rarely carved in stone. On a typical factory floor, changes happen on an hourly basis, which may affect your daily/weekly production plan.

A sales order might get canceled, a floor-level employee might call in sick, a supply order of materials required for production may be delayed, and so on.

That’s why it is important to work with a flexible tool that makes it easy for you to change priorities in sales and production on the fly. A good planning functionality means you can:

  1. Change the priorities of sales orders with a drag-and-drop and immediately see the availability of products in stock and products expected from production based on changed priorities
  2. Change the priorities of manufacturing orders with a drag-and-drop and immediately see the availability of materials in stock and materials expected from suppliers based on changed priorities
  3. Clearly see the link between a sales order, related manufacturing orders and related purchase orders of materials
  4. Get an immediate overview of the status of each sale, manufacturing and purchase orders currently being processed
Sales grid Totals in Katana.

With a Smart Manufacturing Software, you will be able to adjust the priorities in your sales and manufacturing with drag-and-drop functionality and the RAG (red-amber-green) status highlight the progress of each order.

You can easily track what sales orders can be immediately fulfilled, where products are available in stock, and what sales orders are waiting for production prior to fulfillment.

You can also immediately see the availability of materials for each production order and track production statuses. This way you always know what is the status of your sales and manufacturing at a glimpse.

Once you have finished manufacturing the missing units, sales orders from Shopify are ready for fulfillment.

Katana’s integrated Shopify order management system will sync the shipping status with Shopify.

This means that as soon as you ship an order the stock levels of products on the order get adjusted automatically and the shipping status is also synced with Shopify.

This will ensure that your orders in Shopify and in your MRP software will always have the same shipping status and everybody knows what orders are open and what has been fulfilled.

The Benefits of Using Katana to Shopify Track Inventory

Here is a summary of what you get from Shopify inventory integration with Katana.

  1. Get out of spreadsheets – By upgrading to Katana’s Shopify inventory management system, you’ll able to avoid delays caused by the inefficiencies of Excel spreadsheets.
  2. Seamless product tracking — when you get an order through Shopify, it immediately appears in the Katana system. Create a manufacturing order with Katana straight away.
  3. Keep track of raw materials — quickly allocate raw materials based on Shopify order priority. Make sure there is no confusion between products which require the same materials.
  4. Manufacturing floor-level control — get Shopify orders to your shop floor immediately. Fulfill orders with task lists for every production employee and production line. Your team will ship all online orders on time.
  5. Integrating accounting software – alongside your Shopify store you can also integrate accounting software such as QuickBooks to generate invoices in Katana.
  6. Set reorder points – by establishing a reorder point on your products or material Katana will notify you when inventory is running low, helping you avoid business damaging stockouts.
  7. Manage bulk orders with ease — rather than getting multiple Shopify add-ons, you can use a system that is built to adapt to high-demand periods, to avoid Shopify inventory issues.

Try 14 days of Katana for free, without entering any bank or personal details, and take your inventory management to the next level!

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