Stock Sync guide

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The daily check ​

In five minutes each morning you confirm that every account is sending stock, and you catch the few things that need a person.

Before you begin

Who can do this: anyone signed in. Viewers can do the whole check; the fixes it leads to need the Operator role.

Time needed: about 5 minutes on a normal day.

Before you start: be on the company VPN and signed in (see Signing in and roles).

The checklist ​

#Look atNormalAct when
1The Live pill (top right) and Updated … agoLive in green; "Updated now" with a green dotNot live for long, or Updated amber: the page cannot refresh
2The sidebarNo tags beside the accounts, and no red numbers in the menuA red SUSPENDED tag, a PAUSED tag you did not expect, a red number beside Overview, Offers or Activity
3Needs your attentionAll clear, or only blue rows and a few rejected offersA red row
4PIM data tile20 minutes or lessAmber (over 20 min) or red (over 35 min)
5The Accounts table on the OverviewEvery account Sending (or a Preview you know about), Last sent recentSuspended, Paused you did not expect, Last sent hours ago
6Happening nowStock being sent, runs finishingNothing during working hours, or the same run failing again and again
7Teams: the Operations channelNo message since yesterday, or only messages that end in — resolvedA message without — resolved whose Open in Stock Sync link still shows something: follow its How-to link (Alerts in Teams). If the link shows nothing left, the alert ended outside working hours and needs nothing
8The amber number beside Orders in the menu (orders that need attention)No number, or orders you are already handlingOrders that nobody is working on
9The Not moving count on the Orders page (orders with no change for 24 weekday hours)0, or orders you are already handlingOrders that nobody is working on

What to look at and what to do ​

Steps ​

  1. Open Stock Sync. You land on the Overview (G then H brings you back to it from anywhere).

    The Overview as an operator sees it: Updated now, Legend and Read PIM now at the top right; the five tiles Offers in sync 92 %, Waiting to send 713, Needs a fix 106, Orders to check 3 and PIM data < 1 min ago; Needs your attention with seven rows and their fixes, beside Happening now; the start of the Accounts table

  2. Look at the top right. The Live pill in green means changes reach the page as they happen; Updated now with a green dot means the figures are fresh. You never need to reload the page.

  3. Glance at the sidebar. A number beside Overview counts urgent problems, beside Offers offers that need a fix, beside Orders orders that need attention, beside Activity set-aside outbox messages. An account with a SUSPENDED, PAUSED or PREVIEW tag is not sending.

  4. Read Needs your attention from the top. It has one row per kind of problem, most serious first, stock and orders alike, and the fix sits on the row: Recover, Edit connection, Retry failed, Read PIM now, Review orders, Review, View. Red rows need a person now; amber ones are worth a look; blue ones are for information (accounts in Preview). Hover over a button to read what it does before you click. Rows disappear by themselves once their problem is solved.

  5. Read the five tiles from left to right. Each one opens the list behind its number.

    • Offers in sync: the share of linked offers that already show the right stock. 99 % or more is green.
    • Waiting to send: stock the marketplace has not applied yet. A few dozen is normal right after a PIM reading. Amber when some are held by an account that cannot send.
    • Needs a fix: failed, rejected and orphaned offers, each counted once. Paused accounts are left out, here and in the list it opens, so the number can be smaller than the red number beside Offers in the sidebar, which counts every account.
    • Orders to check: orders that need attention; under it, how many more are on their way to Odoo and how old the oldest is. An oldest age that keeps growing means Odoo is not taking orders.
    • PIM data: how long ago the PIM was last read. It should never pass 20 minutes.

  6. Glance at Happening now beside the list: the newest events of every account, as they happen. During the day you see stock being sent and orders arriving.

  7. Scroll to the Accounts table. The ones that need a look come first. For each, check the Status word, the In sync bar, Needs a fix and Last sent. Show all [n] accounts lists the rest.

  8. If failed offers are listed, click View on their row: Offers opens, filtered to them.

    The Offers page filtered to the failed offers of Fashion Days RO: each row's status a red Failed with the start of its last problem under it, such as eMAG offer/save answered 503 or 429; Retry failed with a red 23 at the top right

    Read the last problem (hover over the status, or click a row for its side panel). When the marketplace works again, an operator clicks Retry failed, here or on the Overview's row. See Resend stock for some offers.

  9. If outbox messages are set aside, click Review on their row and follow Deal with set-aside messages. On a normal day the Outbox tab of Activity is empty:

    The Outbox tab of Activity with no messages: "Nothing is set aside. Every change reached the queue."

  10. Open the Operations channel in Teams. Read the messages since yesterday's check. A message that ends in — resolved needs nothing. For any other, follow its Open in Stock Sync link: if it shows nothing left, the alert ended outside working hours and there is nothing to do; otherwise follow its How-to link too. Messages that start with [dev] come from the test environment: ignore them unless you are testing. See Alerts in Teams.

  11. Click Orders in the menu, then the Not moving quick view. Each order there has not changed for 24 weekday hours and says where it is stuck, for example Imported, not shipped · no change since Tue 29 Sept, 08:05. Ship it, finish the cancellation, or handle its reason. The Overview's Needs your attention shows the same orders as "2 orders not moving for a day", with Review orders.

What you should see ​

On a good day:

  • Live in green and Updated now.
  • PIM data of a few minutes (by default the PIM is read every 15 minutes, at :07, :22, :37 and :52).
  • Needs your attention: All clear — "Nothing needs a hand right now." — or a few amber rows of rejected offers whose reason is a campaign, and blue rows for accounts you keep in Preview on purpose.
  • Every Live account Sending, with Last sent a few minutes ago during the day, and its last offer import from this morning (by default the daily import runs at 04:41).

Numbers you change by acting (a retry, a release) change on the page as soon as Stock Sync has done it: the page updates live.

If something goes wrong ​

You seeDo this
Updated … ago is amber, "Could not refresh. Showing the last loaded data."Check the VPN. The page tries again by itself. See Numbers on the Overview look old.
Not live, or "Connection lost at …" under the top barThe page refreshes every 15 seconds instead, so the figures are still recent. If it stays, tell the technical team.
PIM data amber or redThe catalog is stale; an operator can read the catalog again now.
[account] is suspended at the top of Needs your attentionBring back a suspended account.
[n] offers failed on [account]Offers are Failed, then Retry failed.
[n] offers rejected by the marketplaceClick View offers and read the reasons. A campaign lock clears by itself; see Rejected by the marketplace.
[n] outbox messages set asideDeal with set-aside messages.
[n] orders not moving for a dayClick Review orders and look at each order: see Orders not moving.
An account shows Paused and nobody told youOpen it and read its Activity tab: it says who paused it and when. Ask them before resuming.
Full PIM check failed, "Refused to remove …"Forward it to the technical team and the PIM team. Nothing was removed.

Every row of Needs your attention is explained in Messages and what they mean.

Example ​

At 08:30 Radu opens the Overview. It reads, as in the picture above:

  • Offers in sync 92 % (10,454 of 11,253 linked offers), Waiting to send 713 (542 held: the account can't send), Needs a fix 106 (63 failed · 23 rejected · 20 orphaned), Orders to check 3, PIM data < 1 min ago.
  • The sidebar shows a red SUSPENDED tag beside Fashion Days BG, PAUSED beside Fashion Days RO Wh 2, PREVIEW beside eMAG BG, and a red 118 beside Offers: 12 more than the tile, because the tile leaves the paused Fashion Days RO Wh 2 out.
  • Needs your attention has seven rows, six of them red or amber. The first: Fashion Days BG is suspended — "eMAG offer/save answered 401: Invalid vendor credentials", with Edit connection and Recover.

Radu works down the list:

  1. Fashion Days BG is suspended. A 401 means the password was refused. He asks the colleague who manages that seller account for the current password and follows Bring back a suspended account, straight from the row's Edit connection and Recover.
  2. 3 outbox messages set aside. He clicks Review, sends the Reason column to the technical team and waits for their go-ahead before releasing anything.
  3. 67 offers failed on 4 accounts (Fashion Days BG 31 · Fashion Days RO 23 · eMAG RO 9 · Fashion Days RO Wh 2 4). He clicks View: the last problems read "503: Service Unavailable", "429" or "Headers Timeout Error": eMAG was down during the night. The latest sending rounds publish again, so eMAG is back, and he clicks Retry all failed on the row.
  4. 3 orders need attention. He clicks Review orders and follows An order needs attention.
  5. 25 offers rejected by the marketplace. Most say the offer is in an active campaign. He leaves them: they are retried every 6 hours for up to 14 days.
  6. Sending round failed for Fashion Days BG. The same cause as the suspension: it clears with the account's next sending round.
  7. eMAG BG is in Preview. Blue, for information: going Live would send 454 stock updates. That is a decision for later, once its offers are checked.

By 08:40, without reloading anything, the failed offers that could be sent again have left Needs a fix; the outbox row waits for the technical team.

Channel Hub Stock Sync — user guide for operators and viewers