FAQ & Notes

Frequently asked questions

Why can't my team open /erp?

Because no role has access yet. ERP entry is off for everyone by default — an administrator must open Access Control, switch on Allow ERP access for the role and grant at least one module's Read. Also check the account isn't Inactive: deactivated accounts are refused login entirely.

Why can't I reserve stock for an order?

Reservations come from bins, not from the WooCommerce stock number. If the panel says "not stocked in any warehouse", the product has stock but nobody placed it in a bin — assign it in Stock Assignment and validate again. If it says "Insufficient stock", there genuinely aren't enough free units — use the Create RFQ shortcut to order more.

Why did the order status jump back after I changed it?

The workflow allows only one forward step at a time. A change that skips stages is quietly reverted and noted in the order's activity log. Administrators, shop managers and Warehouse Managers can skip stages; Warehouse Staff cannot.

Why can't I create a Purchase Order directly?

By design. Create an RFQ, approve it, and click Confirm Purchase Order — the approved quotation is your order decision, so the PO starts ready to receive.

Why can't I change the warehouse code / bin code?

Codes become the prefix of every location inside them and are printed on labels, QR codes and the movement ledger, so they are permanent. Names, capacities, types and statuses stay editable.

Two people worked on the same order — is that safe?

Yes. Reservations and picks run inside database transactions with row locking. If someone else takes the units first you'll see "Could not reserve — another order may have taken them" — refresh and re-validate.

What happens to reservations when an order is cancelled or refunded?

They release automatically — on cancellation, failure, full refund, deletion, or when an order line is removed. A partial refund leaves the reservations in place for you to review, and reducing a line's quantity releases just the surplus.

The supplier says they never got the RFQ email

The RFQ is marked Sent even when delivery fails (the failure is noted in its activity log). Check your site's SMTP configuration, then use Resend RFQ to Vendor.

Can a supplier log in and quote online?

No — suppliers are partner records, not portal users. Send them the RFQ by email; when they reply, record it with the Vendor Response Received status (you can attach their quote file). A supplier account only sees the ERP if you explicitly grant its role access, and then only its own RFQ/PO figures on the dashboard.

Products are created in WooCommerce, not in the ERP — the ERP list's "Add New Product" entry doesn't create products, and only variations can be deleted from the ERP.
Product images, attributes, tags and tax settings are edited in WooCommerce, not the ERP product editor.
The ERP handles published simple and variable products; other product types don't appear in its screens.
Bin quantities can be increased by assigning and cleared by unassigning — there is no partial "adjust quantity" control; remove and re-assign for corrections.
Transfers move stock between bins only and never change WooCommerce totals; the one flow that increases WooCommerce stock is PO receiving.
Some summary figures on the ERP order list (the status tab chips and the "Ready to Fulfill / Awaiting Stock" cards) are informational placeholders in this version — rely on the dashboard pipeline and the order view for exact fulfilment states.
Tracking-number fields shown in the stage emails are an integration point — the ERP does not capture tracking numbers in its own UI in this version.

Support

For any query, please raise a ticket with the Webkul support team at webkul.com/ticket.