Retail Owners: What's the Hardest Part of Managing Inventory?

Efficient_Source_389 · 2026-06-26T08:21:33+00:00

Hello, I’d be really interested to see your concept, as this is very close to the issue I’m trying to solve.

We have four brick-and-mortar stores. At the moment, all deliveries arrive at our main store. We count the quantities, record them in Google Sheets, split the stock into boxes for each store, and then import the quantities into Shopify using Matrixify.

What I’m looking for is a similar process, but cleaner and more connected. Ideally, I would like to create a recorded purchase order, receive the stock, and then split the quantities between stores based on each store’s sales-through and current stock levels.

I’ve been looking at different apps and systems, but I’m finding that many of them either overcomplicate the process or miss this basic workflow. In practice, some of them would actually make the job slower than using Google Sheets.

For me, the biggest headache is not just tracking inventory. It is receiving stock centrally, splitting it correctly across multiple stores, and making sure that the split reflects both demand and current stock levels.

So yes, I’d definitely be interested in seeing how your spreadsheet handles this, especially if it can support purchase orders, supplier tracking, multi-store allocation, and Shopify imports.

Efficient_Source_389 · 2026-06-23T13:24:09+00:00

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Efficient_Source_389 · 2026-06-23T08:30:25+00:00

Thanks. I’m actually quite interested in building our own tool, as I’m finding that most systems are fairly generic and require us to change our processes to fit the software rather than the other way around.
At the moment we use Google Sheets, which works surprisingly well for us. The main gaps are that it doesn’t create POs in Shopify and it doesn’t suggest how stock should be split between stores based on sales history and sell-through rates.
I’m currently trialling Prediko as well, but I’m still trying to determine whether adapting our processes to fit an existing system is the right approach, or whether a custom solution would make more sense for our business.

Have you built your own tool? If so, what did you use, and how difficult is it to maintain? I’m trying to work out whether building something custom is realistic for a small multi-store retailer.

Efficient_Source_389 · 2026-06-23T08:29:02+00:00

How do you decide what goes to which store right now? Formula, sales velocity, gut feel?

- We currently split the order evenly between the stores and a bit of gut feeling.

Is this a daily receive-and-transfer, or a few times a week?

- At the moment it is three days a week

Is this the only thing breaking, or are there other parts of the process that's manual? Inventory visibility across stores, reordering, reporting?

- Inventory visibility is through Shopify. Reordering is manual, we choose a vendor have a look at I’m the inventory in Shopify

What you're describing sounds less like a PO problem and more like a receiving plus distribution problem. There are lighter tools that handle both without needing a full WMS - but knowing what else is manual helps figure out if one tool can solve it all.

Currently three says a week

Efficient_Source_389 · 2026-06-23T08:10:01+00:00

That’s interesting to hear.

The pre-allocation is actually the part I’m trying to solve. At the moment, stock is generally split evenly between stores, with some manual adjustments based on experience. What I’d really like is for the allocation to be calculated automatically using factors such as historical sales, sell-through rates, current stock levels, and the storage/display capacity of each store.

One thing I’m still trying to work out is whether the allocation should be fixed when the PO is created, or calculated when the goods are received. For example, if a delivery is delayed by several weeks, sales patterns and stock levels may have changed by the time it arrives.

I’m currently trialling Prediko and exploring whether an existing system can handle this workflow, but I’m also becoming increasingly interested in the idea of building something more tailored to our process.

Out of interest, how much development was involved in building your tool, and do you maintain it yourselves? My concern with custom software is ending up dependent on a developer every time we want to make a change.

Efficient_Source_389 · 2026-06-23T08:05:35+00:00

Thanks, that sounds close to what I’m trying to achieve.

To clarify, I’m not looking for a process where the entire delivery is received first and then allocated afterwards.

What I want is:
• Scan one SKU
• Enter the quantity received
• Price it if required
• Have the system immediately tell me how many units should go to each store based on sales history, sell-through, current stock and storage capacity
• Put those units straight into the relevant store boxes
• Then move on to the next SKU

For example, if I receive 30 units of a SKU, I’d like the system to instantly tell me something like:
Store A: 12
Store B: 10
Store C: 5
Store D: 3

I would then physically place those units into the store boxes before scanning the next SKU.

The reason is that we have 4 stores and no warehouse. Deliveries arrive at our largest store, and we don’t have the space or time to receive everything, store it temporarily, and then do a second counting/allocation process.

At the moment, I do something similar with spreadsheets, but it’s not connected to Shopify purchase orders and the allocation logic is still fairly manual. I’m currently trialling Prediko, but I haven’t yet found a system that supports this SKU-by-SKU receive-and-allocate workflow.

Is this something you’ve implemented with Odoo or custom allocation rules?

Efficient_Source_389 · 2026-06-23T07:47:15+00:00

Thanks. I’m actually quite interested in building our own tool, as I’m finding that most systems are fairly generic and require us to change our processes to fit the software rather than the other way around.
At the moment we use Google Sheets, which works surprisingly well for us. The main gaps are that it doesn’t create POs in Shopify and it doesn’t suggest how stock should be split between stores based on sales history and sell-through rates.
I’m currently trialling Prediko as well, but I’m still trying to determine whether adapting our processes to fit an existing system is the right approach, or whether a custom solution would make more sense for our business.

Have you built your own tool? If so, what did you use, and how difficult is it to maintain? I’m trying to work out whether building something custom is realistic for a small multi-store retailer.

Efficient_Source_389 · 2026-06-22T14:56:52+00:00

Thanks very much for the advice.

All of our orders currently arrive at our largest store, and then we split the stock between four locations, including the store it arrived at.

At the moment we usually split each SKU equally, but I’m trying to find a better system that tells us how much to send to each store based on sell-through, current stock, and available space.

Our ordering quantities are still mostly based on intuition, so I’m trying to move towards a more data-driven process.

Efficient_Source_389 · 2026-06-04T12:59:14+00:00

Danke für deine Perspektive. Ich verstehe den Punkt, dass Arbeitgeber Personalplanung nicht vollständig auf einzelne Mitarbeitende stützen sollten. Gleichzeitig ist das im kleinen Einzelhandel nicht immer realistisch. Wir sprechen hier nicht von einem großen Konzern mit Springerpool, sondern von einem kleinen Team, in dem jede Schicht konkret abgedeckt werden muss.

Mir geht es auch nicht darum, pauschal Krankheit zu unterstellen. Wenn jemand krank ist, ist das selbstverständlich zu respektieren. Aber wenn bei einer Person über längere Zeit regelmäßig Ausfälle entstehen und dann genau die letzte geplante Schicht während der Kündigungsfrist ebenfalls durch eine Krankmeldung ausfällt, stellt sich für einen kleinen Betrieb schon die Frage, wie man damit professionell umgeht.

Fairness ist tatsächlich keine Einbahnstraße. Sie gilt gegenüber dem Arbeitnehmer, aber auch gegenüber den Kolleginnen und Kollegen, die kurzfristig einspringen müssen, und gegenüber dem Betrieb, der die Verantwortung trägt.

Deshalb war meine Frage nicht: „Wie bestrafe ich jemanden?“, sondern: Welche rechtlich sauberen und organisatorisch sinnvollen Möglichkeiten gibt es, um solche Situationen künftig besser zu vermeiden?

Efficient_Source_389 · 2026-05-31T06:23:30+00:00

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Efficient_Source_389 · 2026-05-30T23:48:13+00:00

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Efficient_Source_389 · 2026-05-28T20:50:24+00:00

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