Keeping online and physical shop stock in sync without counting by hand

Stock · 2026-10-20 · 6 min read

Why stock never matches when the physical shop and the online store are recorded separately, and how one stock for every place prevents items being sold twice.

Where stock differences come from

Differences rarely come from theft. More often they come from delay: an item sells in the shop, but the number on the marketplace is only updated in the afternoon. Between those two times, your shop sells an item that is no longer there. The more marketplaces you use, the more places must be updated, and the greater the chance that one is missed.

The second source is returns and exchanges. A physical shop customer brings an item back, the cashier accepts it, but online stock does not go up because the return was recorded in a separate notebook or till app.

One warehouse for each physical shop

In Lamxo, each outlet is one warehouse in Izaaja. A sale at the till reduces that outlet warehouse’s stock in a single transaction together with recording the receipt and the money, so there is never a state where the receipt is printed but the stock has not gone down. A return accepted at the till adds to the same warehouse’s stock, or is recorded as a damaged item if it can no longer be sold.

You can choose whether an outlet’s warehouse stock is also sold online. If it is, the stock Izaaja sends to the marketplace is the total of the warehouses that are included. If not, that outlet’s warehouse is left out of the online stock count, for example for a shop whose items are only for walk-in customers.

When stock is zero but the item is in the customer’s hands

Sometimes the data says stock is zero, yet the customer is standing at the till holding the item. Refusing the sale in that situation hurts the shop. Lamxo follows the way Izaaja handles online orders that exceed stock: the sale goes through, stock stays at zero, the transaction is marked as a discrepancy, and the cashier gets a warning. The mark appears in the report so you can look for the cause.

Habits that are still needed

One stock for every place does not remove the need to count items. Damaged items, lost items, and input mistakes when receiving deliveries still happen. Schedule regular stock counts, for example once a month for all items and once a week for your best sellers.

Also record goods received from suppliers in the same system, not in a separate notebook. Lamxo’s cost price uses a moving average of purchases in Izaaja, so purchases that are not recorded make the profit in reports look bigger than it really is.

The limits

Items with variants (for example a T-shirt in several sizes) can only be sold from one outlet, the one that owns the main warehouse. Lamxo must be connected to the internet; without internet, the till cannot complete a transaction.