WooCommerce web store

Inventory staff put stock on the retail web store from the POS. The buttons belong to Stock Manager and System Manager. You never build a product in WordPress. You press a button in the POS and the store receives the product it describes.

Before you start

• Enable sync must be ticked on WooCommerce Settings. With it off the scheduled work stops: nothing is reconciled or audited. The buttons on the form still push.
• The record needs a price. A gun with no sell price and a model with no selling price are both refused.
• Photos belong on the record before you push. See Photos.

WooCommerce Settings carries the connection, the sync switch and the status block.

A model, or one specific gun

The POS builds three shapes of web product, and the shape decides which form you work from.

What you are listing	Where you press the button	What the store gets
Ammunition, optics, parts, anything not a firearm	Item form	One product, SKU is the item code, stock is the quantity on hand
A firearm Item with Uniform Pricing ticked	Item form	One product for the model, stock is the number of free guns
A firearm Item without Uniform Pricing	Serial No form, one gun at a time	One product per gun, SKU is ITEM::SERIAL, stock is 1 or 0

The Item form's Send to WooCommerce works out the shape for you. On a per-serial firearm it pushes every Active serial at once and reports how many went. The Serial No form is the only place to list or delist one physical gun.

The four buttons appear on the Serial No form only for a per-serial firearm. On a uniform-priced firearm or a non-firearm they are hidden on purpose, because a per-gun product would double-count the model's stock.

The four buttons

Button	Where	Shown when	What it does
Send to WooCommerce	Item and Serial No	Item: always. Serial No: status is Active	Creates or updates the product on the retail store
Delist from WooCommerce	Item and Serial No	A Woo Product ID is on the record	Asks you to confirm, then sets the product to draft and stock 0
Send to Dealer Portal	Item and Serial No	Item: Publish to Dealer Portal is ticked. Serial No: status is Active	Creates or updates the product on the wholesale store
Delist from Dealer Portal	Item and Serial No	A Dealer Woo Product ID is on the record	Asks you to confirm, then drafts the dealer product

Delisting is not a deletion. The product stays in WordPress as a draft at stock 0, and the POS records the take-down so no automatic job puts it back. Only a person pressing Send to WooCommerce again puts that record back on sale.

The two dealer buttons belong to the wholesale store. Read Dealer portal before using them.

What the store pulls

The WooCommerce section on the Item form records the product id, the listed flag, the last sync and the last error.

On the store	Comes from
Product title	Item Name. A per-serial gun uses the Serial No's own item name
Description	Item description. A per-serial gun uses its own description when it has one
Regular price	Selling Price on the Item, or Sell Price on the Serial No
Sale price and dates	Sale Price with its from and to dates, retail store only
Photos	Gallery rows in order, then the single image field
Stock quantity	Calculated by the POS, see below
GTIN field	UPC
Caliber, Condition, Manufacturer, Model	The matching fields, as store attributes
Category	The Item Group

Photos resolve in one order for a gun: the serial's gallery, then the serial's single image, then the Item's gallery, then the Item's image. Private uploads are made public as part of the push, because the store fetches them anonymously.

Note

After a product has been published once, staff edits made in WordPress to the title, description, images, attributes or categories are protected. Automatic jobs only ever rewrite price, sale price, stock and the product's published or draft state. A change you make to POS content reaches the store when you press Send to WooCommerce by hand.

How stock is kept in step

The POS owns the number, and it is not a raw warehouse count.

• Non-firearm: everything in the bins, less anything parked in customer custody, less units already sold on a web order that has not shipped.
• Uniform-priced firearm: Active serials that no web order holds, less any pending web order that owes a unit without naming a gun.
• Per-serial firearm: 1 when the gun is Active and free. 0 when it is reserved by a web order, held by another sales channel, no longer Active, or already archived as sold.
• Drop-shipped stock answers from the distributor feed instead. See Drop-shipping.

Stock is pushed automatically when stock moves. Submitting or cancelling a counter invoice, a stock ledger movement, and a change to a watched field all enqueue an update. A gun that a marketplace has sold is sent to draft as well as stock 0, because it has not been sold on this store and might come back.

When a gun sells

A gun sold at the counter or on the web store keeps its product page. The page stays published at stock 0 and gains the store's sold marking, so the URL keeps working and keeps its search ranking. The realized price is written only when the sale came through a web order, which is the one path that carries an exact line total.

Three cases end differently:

• A gun removed for any reason other than a sale is drafted, not archived.
• A gun that somebody already took off the store by hand stays down. The system will not republish it as a sold page.
• The dealer portal never keeps a sold page. Every exit there is a delist.

If the gun comes back, through a return or an undone disposition, the next push clears the sold marking and puts it back on sale.

The reconcile job

Every two hours a job compares the store against the POS and repairs what has drifted. It runs per store, and each store is gated on three things: Enable sync ticked, Reconcile frequency not set to Disabled, and enough time elapsed since the last run. The frequency choices are Every 2 Hours, Daily, Weekly and Disabled.

The job walks four passes.

1. Item-level products. Compares stock, regular price and the sale price with its dates, and pushes what differs. A product with no price is drafted.
2. Per-serial products on Active guns. Compares the stock figure, which is always 1 or 0.
3. Listed guns that are no longer Active, plus guns held by another channel, consigned out or held as a customer transfer. These are taken down.
4. Dealer store only. Catches items and guns still listed for dealers whose Item no longer has Publish to Dealer Portal ticked.

Every push this job makes is limited to the POS-owned fields, so it can never overwrite content curated in WordPress.

Checking the connection

The Status tab on WooCommerce Settings tells you whether the connection is working: when the POS last pushed, when the reconcile last completed, and what the last failure said in the store's own words. Test Connection on the toolbar reads one product back and changes nothing. See Integration settings for the whole form.

Troubleshooting

Message you see	What it means	Fix
Not sent to WooCommerce: no sell price is set	The record would have listed at $0	Set the price, then send it again. Any product already live is drafted at once
Not sent to WooCommerce: this product was taken off the store by hand	Somebody delisted this record deliberately	Open the Serial No and press Send to WooCommerce there
Not sent to WooCommerce: this is a customer's firearm held for an FFL transfer	The gun is not store property	Nothing to fix. It cannot be listed
Not sent to WooCommerce: this Item uses Uniform Pricing	You pressed the button on one serial of a model-level listing	List it from the Item form instead
Some guns were not sent	An Item-level push hit a guard on some serials	The message lists each serial and its reason. Fix those and send again
Not sent to WooCommerce (channel_reserved)	Another sales channel already sold this gun	Check GunBroker. The gun is spoken for

For web orders arriving from the store, see Web orders.