Swift Stock - User Guide

Complete guide to managing multi-location inventory, fulfilling orders, printing labels, and running your warehouse from Shopify.

1. Getting Started - Installation and First Login
2. Dashboard Overview
3. Stock Discovery and Auditing
3.1 Missing Inventory
3.2 Check Inventory (Cycle Counting)
4. Stock Movement
4.1 Manual Transfer
4.2 Update Inventory
5. Order Fulfillment
6. Barcodes and Labels
6.1 Assign Barcodes / SKUs
6.2 Print Barcode Labels
7. Import and Data Management
7.1 Import Products
7.2 Bin Locations
8. Reports and History
8.1 Unified History
8.2 Inventory Report
9. Administration and Settings
9.1 Settings
9.2 Manage Users
9.3 Billing and Support

1. Getting Started

Installation

Go to the Shopify App Store and search for Swift Stock. Click Install.

Approve the app permissions when prompted by Shopify.

You will be redirected to the Pricing Plans page. Approve the 14-day free trial ($20/month after trial).

Once approved, the app opens automatically inside your Shopify admin dashboard.

Note: The app requires an active subscription. Trial days are tracked by Shopify and do NOT reset if you uninstall and reinstall.

First Login

When you first open the app, the store owner should go to Manage Users to create user accounts, then go to Settings and enable User Authentication.

Enter your Username and Password provided by your admin.

Click Log In. You will be taken to the Dashboard.

Important: Sessions expire after 8 hours. You must re-enter credentials on each new device/browser or after expiry.

Forgot Username or Password?

On the login screen, click "Forgot Username and Password". The system sends a recovery email with your username and a temporary password to the admin email configured in Settings.

2. Dashboard Overview

The dashboard organizes all features into 7 intuitive groups. Click any group card to expand it and see the features inside.

The 7 Feature Groups

#	Group	Features
1	Stock Discovery and Auditing	Missing Inventory, Check Inventory
2	Stock Movement	Manual Transfer, Update Inventory
3	Order Fulfillment	Fulfillment
4	Barcodes and Labels	Assign Barcodes, Print Labels
5	Import and Data Management	Import Products, Bin Locations
6	Reports and History	History, Inventory Report
7	Administration and Settings	Settings, Manage Users, Billing

Tip: Groups only show features you have permission to access. Contact your admin to update permissions in Manage Users.

3.1 Missing Inventory

Find products with stock at one location but zero at another.

How to Use

Select the Origin location (where stock exists) and Destination location (where you want to check).

The table loads products that have stock at Origin but 0 at Destination. Use Brand Filter or search to narrow results.

Set the Order Qty for each product you want to transfer to the destination.

Click Create Transfer Order to move stock, or Export CSV to download the report.

Tip: Use this page daily as a quick health check to identify which products need restocking at satellite locations.

🎬 Video Guide: Missing Inventory

3.2 Check Inventory (Cycle Counting)

Compare physical count against system inventory to find discrepancies.

Step 1: Set Up Your Count

Select the Location, choose a Collection or Vendor filter, and check "Show only in-stock variants" if needed.

The system loads matching products with summary badges: Total Items, On Hand, Scanned, Unscanned, and Unmatched.

Step 2: Scan Products

Scan barcodes or type SKUs. When count matches system, the Difference column shows a green checkmark.

Step 3: Resolve Discrepancies

When your count differs, click Resolve on that product row. Choose a resolution method:

Update Locally (Adjustment) - Set system inventory to match your physical count.
Transfer Difference - Transfer surplus/shortage from/to another location.

Additional Tools

Export CSV - Download the full count report. Clear all - Reset the count. Lock list - Prevent accidental additions.
Use Scanned / Unscanned / Unmatched tabs to filter view by status.

Important: Complete and resolve your count before starting a new one. Unresolved counts lose data if you clear the list.

🎬 Video Guide: Check Inventory

4.1 Manual Transfer

Move stock between locations without a Shopify order.

Step 1: Select Locations

Select the Origin (source) and Destination (target) locations from the dropdowns.

Step 2: Scan and Transfer

Scan barcodes or type SKUs. Products appear with real-time stock projections: origin decreases (red), destination increases (green).

Adjust the Transfer quantity for each product as needed.

Click Execute Transfer to finalize. Stock updates at both locations simultaneously.

Shift Mode (Tracking Transfers)

The Shift banner at the top lets you group multiple transfers into a single work session for reporting:

Start New Shift - Click before starting work. All transfers during this shift are grouped together.
End Shift - When finished, end the shift. All transfers appear as a group in History under "Shift Reports".
If "Require Open Shift" is enabled in Settings, you must start a shift before any transfer.

Tip: Use shifts when multiple staff work in parallel. Each person starts their own shift for individual activity tracking.

🎬 Video Guide: Manual Transfer

4.2 Update Inventory

Adjust stock at a single location using Increment, Decrement, or Set mode.

Step 1: Choose Location and Mode

Select a Location and choose an Update Mode:

Increment Mode - Add stock (e.g., receiving shipments)

Decrement Mode - Remove stock (e.g., damages, write-offs)

Set Mode - Set stock to an exact number (e.g., full recount)

Step 2: Scan and Save

Set the Qty field for batch scanning (e.g., 5 to add 5 per scan). Scan barcodes or search products.

Adjust quantities individually if needed. Optionally check Print report.

Click Save update to apply all changes at once.

Tip: The "Available" badge confirms you are working with available inventory (not committed or incoming stock).

🎬 Video Guide: Update Inventory

5. Order Fulfillment

Process Shopify orders by scanning items and completing transfers.

Step 1: Select an Order

Open Fulfillment to see pending orders with Order Number, Destination, Items, Total Qty, and Status.

Step 2: Scan Items

Click an order. Scan each item's barcode. Watch Total Scanned vs Total Required counters.

Use Filter by Brand to focus on specific vendors. Switch to Scan Log tab for scan history.

Step 3: Complete

Click Confirm All to mark items as picked, then Complete Transfer to finalize.

Order Actions Toolbar

Button	Action
Print Labels	Print barcode labels for scanned or all items
Fetch Bin Locations	Load bin locations for faster picking
Export PDF	Download printable order summary
Delete Order	Remove from queue (does not cancel Shopify order)

Note: Enable "Prompt to print labels after fulfillment" in Settings for automatic label printing prompts.

🎬 Video Guide: Order Fulfillment

6.1 Assign Barcodes / SKUs

Generate and assign barcodes or SKUs to products that don't have them.

What to Assign

Option	Description
SKU	Assigns to SKU property. Recommended for internal use.
Barcode	Assigns to barcode property. Required for Shopify POS.
Both	Assigns barcode and SKU simultaneously.

Generation Methods

Method	Description
Unique number	Generates a unique 14-digit number per variant.
Shopify variant ID	Uses the variant's internal Shopify ID.
Custom SKU	Define your own custom format.

How to Use

Select what to assign (SKU/Barcode/Both) and the generation method.

Optionally check "Overwrite existing SKUs" to replace existing values.

Click Select products, choose products, then confirm.

Important: If "Overwrite" is unchecked, products with existing SKU/barcode are skipped.

🎬 Video Guide: Assign Barcodes

6.2 Print Barcode Labels

Design and print customizable barcode labels.

Configuration Options

Saved Templates - Save/load frequently used label configurations.
Printer Type - Choose Thermal Printer (continuous rolls) or Regular Printer (sheet paper).
Label Dimensions - Select a printer brand or set custom padding (top, bottom, left, right in px).
Barcode Encoding - Default is CODE128 (most compatible). The Live preview updates in real time.

How to Print

Configure settings or select a saved template.

Select products. Review Total labels count on the right.

Click Print all labels (top-right green button).

Note: Small labels handle max 6 digits. Always set browser print Scale to 100% for accurate sizing.

🎬 Video Guide: Print Labels

7.1 Import Products

Bulk import inventory quantities from CSV or Excel files.

Step-by-Step

Prepare a file with Barcode (or SKU) and Quantity columns. Click Download example CSV for a template.

Click Add files or drag-and-drop. Accepted: .csv, .xlsx, .xls

Configure Column mapping: Match by (Barcode/SKU), select columns, choose target location.

Review the File preview (first 5 rows), then click Resolve products to match against your catalog.

Review matched products and confirm the import.

Important: Imported quantity SETS the new stock (does not add to existing). Double-check before importing.

Tip: The Import history section at the bottom logs all previous imports for audit.

🎬 Video Guide: Import Products

7.2 Bin Locations

Assign warehouse shelf/bin codes to products for faster picking.

How to Set Bin Locations

Add products by scanning, searching by SKU, or using Browse Products / Browse by Collection.

Type the bin code (e.g., A1-B2) in the "Enter bin location" field.

Click Set Bin Location to assign to all selected products. Use Clear All Bins to remove.

Note: Bin locations are stored as Shopify metafields. Configure which metafield to use in Settings. Variant metafields allow different bins per size/color; product metafields store one bin per product.

🎬 Video Guide: Bin Locations

8.1 History

Single audit log for all inventory operations: transfers, updates, and shift reports.

History Tabs

Tab	Shows
Transfers	All manual transfers. Date, type, origin/destination, items, qty, status, actions.
Inventory Updates	All increment, decrement, and set operations from Update Inventory.
Shift Reports	Completed shifts with all transfers grouped per shift session.

Viewing Details

Click View on any row to see every product, SKU/barcode, and quantity involved.

Actions

Revert - Undo a transfer/update. The app warns about potential conflicts.
Export All - Download entire history as CSV for reporting or compliance.
Use checkboxes to select specific rows for batch export.

8.2 Inventory Report

Hierarchical report of all inventory at a location, grouped by brand and product.

How to Use

Select an Inventory Location from the dropdown.

Products load in a collapsible tree: Brand > Product > Variant, each with stock count.

Features

Summary badges: Brands, Products, Variants, Total Items.
Click expand/collapse arrows to drill into brands or products.
Filter by Brand, Size, or Status. Search by name, SKU, or barcode.
Click Export CSV to download the full report.

Tip: Use weekly for management review and purchasing decisions.

9.1 Settings

Configure app behavior across all features. Click Save Settings after changes.

Bin Location Metafield Configuration

Type	Behavior
Variant metafield (orange dot)	Stores bin per variant (size/color). Use when different sizes are in different bins.
Product metafield (green dot)	One bin per product. Use when all variants share a bin.

Tabs: Use Existing Metafield (select from store) or Create New Metafield (app creates one).

All Settings

Setting	What it does
Enable Audio Feedback	Beep on successful/failed scans for hands-free warehouse work.
Require Open Shift	Users must start a shift before transfers. See Manual Transfer.
Print labels after fulfillment	Auto-prompt to print labels after completing an order. See Fulfillment.
Enable User Authentication	Require login. Create users in Manage Users first.

9.2 Manage Users

Control who can access the app and which pages each user sees.

User Roles

Role	Access
Admin	Full access to all pages including Settings and User Management.
Staff	Limited. Admin selects which pages each staff member can view.

Adding a New User

Click Add User. Enter Username, Password (min 6 chars), optional Display Name.

Select Role (Admin/Staff). For Staff, check Page Permissions boxes for each feature.

Click Create User. Use Edit/Delete buttons in the user table to manage existing accounts.

Important: Create at least one Admin before enabling "User Authentication" in Settings.

Note: Set an admin email in Settings to enable "Forgot Password" on the login screen.

9.3 Billing, Support and FAQ

Manage subscription, get help, and find answers.

Billing

14-day free trial, then $20/month via Shopify Managed Pricing. Manage in Shopify Admin > Settings > Apps and sales channels > Swift Stock.

Support

Click Support from the Administration group. Submit a request with screenshots for faster resolution.

FAQ

Question	Answer
Can multiple users work simultaneously?	Yes. Each user logs in independently.
Does it sync with Shopify POS?	Yes. All changes apply directly to Shopify inventory.
What scanners are supported?	Any USB/Bluetooth scanner that types into text fields.
Can I undo a transfer?	Yes. Go to History and click Revert.
Is my data safe?	All data stored in your Shopify store via official API.