When your organisation uses the SAP Business One connector, the stock quantity for an article can show one number in Wello and a different number in SAP. You may notice this during an inventory, when you compare the stock of a technician's car or a warehouse in both systems. The difference can go in either direction. Sometimes Wello shows less stock than SAP, and sometimes Wello shows more stock than SAP.

A difference does not always mean that something is wrong. Some differences are expected, because Wello and SAP do not learn about a used part at the same moment. Other differences are caused by a step that did not finish, such as an invoice that did not reach SAP. A few differences come from how Wello is designed to work with archived data.

When stock is managed in SAP, SAP holds the main stock figure for each article at each stock location. A stock location is a place where parts are kept, such as a warehouse or a technician's car. Wello receives the stock figure from SAP through the connector.

Wello then subtracts any parts that have already been recorded in Wello but that SAP does not know about yet. Wello does this straight away, so that the same parts are not used twice. SAP only subtracts those parts later, once it receives and accepts the invoice that carries them.

This means the two systems can show different numbers for a while, and both numbers can be correct at that moment. The sections below explain each situation that causes a difference.

The table below lists every known cause of a stock difference between Wello and SAP, which system shows more stock, and whether you need to do anything.

A technician records the parts he uses on a work order in the Field Service App. Wello subtracts those parts from the stock of his stock location. SAP does not know about those parts yet, because the work order has not been invoiced.

While the work order is still in progress, Wello shows less stock than SAP. This difference is expected. The difference clears once the work order is completed, invoiced, and the invoice is accepted by SAP.

During an inventory, take these parts into account. Subtract the parts recorded on work orders that are still in progress from the figure you count against.

When a work order is completed, Wello subtracts the used parts from stock. The invoice for that work order is then created in Wello. While the invoice has the status Open, it has not been sent to SAP. SAP has not subtracted the parts.

For example, SAP holds 6 units of an article at a technician's car. The technician completes a work order and records 2 of those units as used. Wello now shows 4. SAP still shows 6, because the invoice is still Open and has not been sent.

This difference stays until the invoice is sent to SAP and accepted. Once SAP accepts the invoice, SAP subtracts the 2 units and holds 4. That figure comes back to Wello, and both systems show 4.

To clear the difference, the Open invoice needs to be processed and sent to SAP.

An invoice with the status Ready for ERP is waiting to be sent to SAP. Wello has already subtracted the parts on that invoice. SAP has not subtracted them yet, so Wello shows less stock than SAP.

In most cases, the invoice is sent during the next synchronisation and the difference clears by itself. When SAP accepts the invoice, the invoice status changes to ERP Imported, and both systems show the same stock.

If an invoice stays in Ready for ERP, something is stopping it from reaching SAP. Common reasons include the SAP Service Layer being unavailable, SAP login details that have expired, and data that is missing in SAP, such as an item or a tax code. The article Troubleshooting Invoice Sync Issues Between Wello and SAP explains each reason and how to fix it.

An invoice gets the status ERP Error when Wello tried to send it to SAP and the sending failed. Wello has already subtracted the parts on that invoice. SAP never received the invoice, so SAP did not subtract the parts.

When this happens, Wello shows less stock than SAP, and the difference does not close over time.

You can fix this yourself. Open the invoice that is in ERP Error and change its status back to Ready for ERP. Wello then sends the invoice to SAP again. Once SAP accepts it, the invoice moves to ERP Imported, SAP subtracts the parts, and both systems show the same stock.

Wello does not delete articles or stock locations. Instead, they are archived, which means they are hidden from active views but kept in Wello for reference. You can read more in How to Archive Products.

The connector is not allowed to update archived data in Wello. When an article is archived, or when a stock location is archived, Wello keeps the last stock figure it had. Any stock change made in SAP after that does not reach Wello.

For example, an article has 1 unit at a stock location in both systems. The article is then archived in Wello. Later, the unit is moved out of that stock location in SAP, so SAP shows 0. Wello still shows 1, because Wello cannot update the archived article.

This is how Wello is designed to work, and it is the one cause where Wello shows more stock than SAP.

An inventory in SAP is easier to reconcile with Wello when you account for the expected differences first. Before you count, check the following for the stock location you are counting:

If a difference remains after these checks, contact Wello Support.

If the stock is still different after you have checked every cause in this article, contact Wello Support.