Replacing Stocky: a furniture store’s transition plan
Map purchasing, receiving, counts, vendor details, and costing separately before moving off Stocky. The goal is to replace every job your team relies on, including the quiet ones.
The OrderPilot team·
Stocky may look like one app on the screen, but the buying desk uses it for several jobs: purchase orders, receiving, stock counts, vendor details, costs, and the paperwork between them. Replacing the app means assigning every one of those jobs a home.
Stocky was delisted on February 2, 2026, with retirement scheduled for August 31, 2026. Build the transition around the work and the records, rather than waiting for the last day. Shopify’s transition guidance is the starting point for the timetable and exports.
Inventory the jobs your store actually uses
Follow a recent purchase from the original buying decision through receipt and invoice. Write down every screen, spreadsheet, email, and printed document involved.
For a furniture store, the difficult part may be the customer connection. A general stock PO buys goods for the business. A special-order PO also needs to preserve who is waiting for the selected fabric and finish.
Ask receiving and accounting to add their own steps. The buyer may not know that someone exports a stocktake report each month or uses the supplier record to find a specific contact.
The useful inventory names tasks, not features. “Email the revised PO to the vendor” is actionable. “Procurement” leaves a surprising amount of work hiding under one heading.
Give each function a destination
Use this replacement map as a planning worksheet. Shopify’s purchase-order overview describes native purchasing records. The separate routes below identify the additional furniture-store work to assign.
| Stocky job | Shopify route to evaluate | Furniture-store requirement | OrderPilot’s part |
|---|---|---|---|
| Purchase orders | Native purchasing records | Carry the sold specification and contact the vendor | Workbench builds POs from order lines; PO email keeps the document with the purchase |
| Receiving | Native stock receipts and transfers | Separate arrivals, rejections, and customer allocations | Partial received/rejected quantities and units held for orders |
| Counts | Admin quantity reconciliation and POS counting tools | Compare the physical floor and warehouse with records | Use a separate counting workflow; OrderPilot does not run counts |
| Vendor details | Native supplier records and product vendor names | Contacts, minimums, and ordering instructions | Vendor settings, minimums, and SKU-on-PO controls |
| Costing | Shopify Cost per item | Receipt costs and freight allocation | Landed costs with FIFO, LIFO, or moving weighted average |
| Labels and bin movement | Dedicated labeling and warehouse processes | Label only arrivals and record internal movement | Separate tools; OrderPilot does not print labels or track bin moves |
| Accounting handoff | Your chosen accounting process | Match purchases, receipts, bills, and vendor payments | Supported QuickBooks Online purchasing and stock-cost flows |
The boundary is useful. Keep counting and labeling with tools that handle them, while OrderPilot carries the configured sale through buying, receiving, and cost tracking.
For the native route in more detail, read Shopify purchase orders after Stocky.
Check vendor and cost requirements early
A February 3, 2026 developer discussion raised gaps around supplier management and different supplier cost bases. Treat that as a reported requirement to test in your own process, not a promise about future platform changes.
Make a sample vendor record using the fields your buyer actually needs. Include the contact who accepts orders, minimum value or quantity, and whether the vendor requires an SKU on its paperwork. Then compare the same item bought on different occasions. Shopify’s single Cost per item value and a receipt-cost history serve different purposes. OrderPilot can retain receipt-based costing and allocate freight, duty, and brokerage by value, quantity, or manual amount.
A vendor list deserves the same care as the product list. “Sales office” is not much help when the acknowledgment comes from a different address and the buyer is away.
Export the records before you need them
Shopify says historical POs and stocktakes do not transfer automatically, suppliers cannot be exported from Stocky, and read-only export access is planned for at least 90 days after retirement. Treat that window as a backstop, not your working archive.
Create an export checklist with an owner beside each item:
- Historical purchase orders and their supporting documents.
- Stocktake reports and the dates they describe.
- Open PO lines, quantities already received, and outstanding quantities.
- Vendor contacts, account references, terms, and ordering instructions copied manually.
- Cost records needed to explain the opening stock value.
- Relevant invoice and payment references retained in the accounting system.
Open the exported files. Find a particular PO, a stocktake, and a vendor contact without returning to Stocky. A folder full of downloads is only useful if the next person can read and identify them.
Keep the untouched exports as the source archive. Work from copies when preparing a transition list, so a cleanup mistake does not erase the original evidence.
Reconcile open POs before recording them again
Start with purchases already sent to vendors, because those commitments continue through the switch. Decide which system will own each remaining receipt.
Say an illustrative PO contains ten dining chairs. Six have arrived and four are still due. The replacement workflow must represent the four outstanding chairs without receiving the first six again or asking the vendor to manufacture another ten.
Compare the vendor acknowledgment, existing receipt records, and physical stock. Preserve the original PO reference in the transition paperwork. If a line is canceled or disputed, settle its state before giving it a clean-looking replacement record.
OrderPilot supports confirming a PO sent outside the app. That records an existing external send rather than emailing a fresh purchase instruction. It is a manual handoff, not a Stocky PO importer. Use confirming POs placed outside OrderPilot for this specific job. Review the outstanding quantities carefully before the first receipt.
Set the costing method without changing it by accident
Moving software does not require changing the store’s chosen costing method. It does require establishing how opening stock and later receipts will be represented.
OrderPilot supports FIFO, LIFO, and moving weighted average. Choose the setting to match the accounting policy and transition plan, rather than selecting the method that produces the most attractive margin on a sample order. Suppose the remaining four chairs arrive with an additional freight charge. The receipt should record the chairs actually accepted and the cost allocated to them. It should not overwrite the historical explanation of the first delivery.
The costing-method guide explains the differences. Use a receipt with freight and a later correction as your acceptance example.
Connect accounting after the purchasing record is sound
The accounting handoff should follow a reconciled purchase and receipt, not compensate for a confused one. Establish vendor mapping, opening balances, and the treatment of transactions already recorded before enabling the ongoing connection.
OrderPilot’s QuickBooks Online scope covers purchasing, receipt bills, vendor payments, corrections, and supported stock-cost entries. Check the first completed example against the accounting record before repeating it across the whole catalog.
Name the person who will investigate a mismatch. If the receipt says four accepted chairs and the bill reflects ten, the team needs a clear path to resolve the difference before posting more transactions.
The partial receiving guide is useful here because split deliveries are where an apparently simple transition often becomes untidy.
Rehearse the first working day
Prepare a short day-one note naming where each task happens. The team should know where to create a purchase, find an old PO, receive a partial delivery, count stock, and resolve a vendor question. Run a practice order with the buyer, receiver, and accounting colleague. Include an item that arrives damaged and an outstanding line that remains open. Then ask someone who missed the setup meeting to find the record and explain it.
Your transition is ready when the work can continue without guessing which system owns the next step. Continue with selling made-to-order furniture on Shopify to connect the replacement purchasing process with the customer order.
Sources
- Migrating from Stocky to Shopify inventory management — Shopify Help Center.
- Purchase orders — Shopify Help Center.
- Stocky sunset: Shopify feature parity — Shopify Developer Community, February 3, 2026; opening developer report.
Replace every job, including the quiet ones.
