Connecting SolaCount and SolaStock

Connecting SolaCount to SolaStock makes SolaStock the inventory authority for your organization (quantities, warehouses, receipts, deliveries, counts, transfers) while SolaCount stays the accounting authority (accounts, tax, receivables, payables, currencies and the general ledger). Once connected, stock activity in SolaStock syncs to SolaCount automatically as journals.

Use this page when you subscribe to both apps for the same organization and want them to work as one system. If you only use SolaCount, you do not need it — see Inventory for SolaCount's built-in mini inventory.

Where to find it

Both pages show the same status card ("SolaStock connection" in SolaCount, the connection summary in SolaStock), because the status is calculated once, in SolaStock, from the real setup state. Whatever one app says, the other says too.

The SolaStock group in SolaCount's Inventory panel is shown only to members who can open SolaStock in this organization. A member without SolaStock access does not see the group at all (no locked card); SolaCount's own catalog pages stay available to them. See Inventory.

Who can connect — eligibility

If a plan is missing, the status card says exactly which one:

• "Connecting SolaStock requires SolaCount Premium or above for this organization."
• "Connecting SolaStock requires SolaStock Premium or above for this organization. Add SolaStock Premium, or get it through an eligible SolaCount bundle (SolaCount Advanced)."
• "Connecting SolaStock requires SolaCount Premium or above and SolaStock Premium or above for this organization."

The action button is then Manage plans, which opens Settings → Plan & Features. Plans are bought in the Solavel Portal — see Subscriptions.

The Connection Status card

The card shows the Organization, the Connected app (SolaStock), a status badge, one sentence explaining what is happening, and at most one action button, plus Report an issue.

Connect SolaStock (fresh organization)

Use this when the badge says Ready to connect — typically a new organization with no inventory history in SolaCount.

1. In SolaCount, open Inventory → Connection Status.
2. Read the card. It confirms both apps are ready and that existing records are not changed.
3. Click Connect SolaStock. The button shows Working… and the badge switches to Connecting….
4. Wait — usually under a minute. Do not click again; the page refreshes on its own.
5. When the badge shows Connected, the setup is done. Click Open SolaStock to start working with stock.

What automatic connection does for you:

• Links SolaStock to the SolaCount accounts it posts to (inventory, GRNI, COGS, adjustment gain/loss and the other stock accounts — see What flows between the apps).
• Maps the standard units and categories automatically. SolaCount and SolaStock both ship the same standard units (each, kg, box…) and categories; they are matched by their standard name and symbol (units) or name path (categories). The setup summary shows "Units and categories ready — N units and N categories matched automatically". Custom or conflicting records are the only ones shown for a decision.
• Starts syncing new stock activity from the connection date. It creates no opening balances or transactions for customers and suppliers, and does not change existing records.

Continue setup (organization with existing records)

If SolaCount already has items, stock quantities, units, categories, customers or suppliers that need matching, the one-click path hands over to a guided setup in SolaStock. The card says Your input is needed, for example "3 decisions left in SolaStock before you can review and connect. Your progress is saved."

1. Click Continue setup. You are signed in to SolaStock and taken straight to the unfinished step (a resume deep link — /integrations/solacount?task=<step>). You never start over.

2. Work through the guided steps. The progress bar shows Step X of Y:

   Step	What you do
   Preparation	SolaCount supplies the trusted financial settings automatically (accounts and taxes are checked). Successful checks stay compact.
   Business records	Review records by section — Items, Units and categories, Customers, Suppliers, Warehouses, Currencies. For each record that needs a decision choose an action (for example Use this SolaStock unit, Define a unit conversion, Add this unit to the connection plan, Match to a SolaCount customer, Exclude it from this connection). Recommended defaults can be saved in one go with Save N defaults and continue.
   Physical count	Confirm the quantity of each stock item. SolaStock quantities are prefilled; where the apps differ, choose Use SolaCount …, Use SolaStock … or enter the counted quantity, then Confirm quantities and continue.
   Review Finance accounts	Confirm the SolaCount accounts used by inventory workflows. If your organization requires it, an authorized connection reviewer does this step ("Accounting review is the next step").
   Start date	Resolve documents around the connection start date and choose the date from which stock activity syncs.
   Result preview	Read What connecting will do — how many records will be linked, the sync start date, and that no customer/supplier balances are created. Then connect.

3. Every answer is saved in a private setup draft: "Your answers are saved in a private setup draft. They do not change stock, accounting, or the live connection." Nothing changes until you confirm the final step.

4. When the connection is active, both apps show Connected.

You can leave at any time. Next time, Continue setup (in either app) reopens the exact step where you stopped.

Separate review

If the card says "Your organization requires a separate reviewer to approve the accounting setup before connecting", the owner's decisions are saved and a different, authorized member must complete Review Finance accounts before the connection can be activated.

What flows between the apps

When stock moves in SolaStock (a receipt, delivery, adjustment, transfer…), SolaStock records an event and delivers it to SolaCount, where it posts a journal to the mapped accounts. Delivery is authenticated and retried safely; SolaStock never writes directly into SolaCount's tables.

The accounts the connection uses (shown on the Connection Status page with a Mapping status of Valid, Proposed — review required, Review required or Selection required):

Worked example

Al Noor Trading LLC receives 100 units of "A4 Paper Box" in SolaStock at AED 12.00 each before the supplier bill arrives. SolaCount receives the receipt and posts:

When the AED 1,200.00 bill (+ 5% VAT) from Gulf Paper Supplies LLC is posted in SolaCount, linked to that receipt, the GRNI is cleared:

Delivering 40 boxes to a customer in SolaStock posts COGS of AED 480.00 (Dr Cost of goods sold, Cr Inventory).

This is the receipt-first order. If the supplier's bill is posted before the goods arrive, the bill debits Billed Goods Awaiting Receipt (account 1305) instead of Inventory, and a "Purchase receipt clearing" journal matches each receipt to it (Dr GRNI / Cr Billed Goods Awaiting Receipt). Both orders end with the same balances; see Receiving goods on supplier bills. Supplier bills can also carry freight or duty on the Landed Cost Clearing account ("Code supplier freight, duty and insurance bills to this account. SolaStock landed costs credit it when they revalue received stock, so it nets to zero once both are posted.") — see Bills.

Readiness and status checks

SolaCount asks SolaStock whether you may use stock features ("readiness") in the background, not on every click. The sidebar's Inventory section checks once when the page has finished loading, remembers the answer for a few minutes, and refreshes it when you open the Items rail with an older answer, press Retry, or after you change something in SolaStock. It no longer re-checks each time you switch browser tabs. If the check is slow or fails, SolaCount's own catalog and accounting pages stay usable; the SolaStock group simply shows the retry state described under Troubleshooting. A paused, pending or disconnected connection is shown on supplier bills with stock items and blocks posting those bills until the connection is Connected again ("The SolaStock connection is paused…").

Working in a connected organization

• SolaCount item pages stay as they are. Products & Services, Categories and Units remain SolaCount's own pages. Quantities shown there are read live from SolaStock; if an item is not linked yet you see "This item is not linked to SolaStock yet, so its quantity is not shown. Prices and item details are unaffected." If SolaStock cannot be reached: "Stock quantities are temporarily unavailable from SolaStock. Item details and prices are unaffected; try again shortly."
• Creating stock items from SolaCount still works. When you create an Inventory type item (including Accountant role users and quick-create from a document line), SolaCount creates it in SolaStock too, so both catalogs hold one linked item. A SKU, Category and Unit are required, and the category and unit must be linked to SolaStock. Services and non-inventory items stay local to SolaCount. See Products & Services.
• Opening stock is recorded in SolaStock, not in SolaCount: "Record opening stock in SolaStock. Opening balances cannot be entered here because SolaStock owns this organization's stock."
• Stock adjustments and Inventory truth buttons are hidden on SolaCount's item list; use SolaStock's Adjustments and Stock Counts (also reachable from SolaCount's SolaStock group).
• Customers and suppliers: the customer or supplier page gains a Review Stock party action in its More Actions menu, to confirm which SolaStock party is the same business ("I confirm these records identify the same supplier or customer." → Confirm mapping). The mapping does not approve or post any document.
• Documents with stock items (invoices, bills, credit/debit notes) must agree with the matching SolaStock receipt, delivery or return.
  • Supplier bills follow the receiving workflow: the bill panel offers Send for receiving, Post bill and receive goods, Receive goods and Retry delivery, and SolaStock receipts that arrive first become draft bills. See Receiving goods on supplier bills.
  • Where a document still needs a reviewed source link, its page shows a notice (for a bill the button is Review receipt link, for an invoice Review shipment link). It opens a page with the same name as the button (Review receipt link or Review shipment link; for a credit note both the button and the page are still called Link Stock source): select the posted Stock sources, tick the confirmation and click Confirm link. Linking does not approve or post the document.
• Landed costs and stock adjustments are created in SolaStock. In SolaCount, opening New Landed Cost or New Adjustment takes you straight to the matching "new" screen in SolaStock (/landed-costs/new, /adjustments/new) instead of showing a message; SolaStock authorizes the operation and SolaCount only receives its journal. Saving, posting or voiding one in SolaCount is refused, and other SolaCount inventory-write pages send you to the item list with "SolaStock is the inventory source. View authoritative stock status in SolaStock." You can still view existing landed costs. A script or integration that calls the old SolaCount endpoint gets a "SolaStock is the inventory source" response (HTTP 409) that includes the SolaStock address.
• Manual and recurring journals cannot use SolaStock's inventory account. See Journal entries. Record the change in SolaStock.
• Expenses, direct pay and purchase-order receiving refuse stock items that SolaStock owns; use a supplier bill. See Expenses and Purchase orders.
• Item settings (availability for sale and purchase, tracking, the default internal-consumption account) follow ownership: for an item SolaStock owns, those fields are read-only in SolaCount. See Internal consumption accounts.

Internal consumption accounts

Internal consumption is stock used by the business itself (cleaning supplies, spare parts) rather than sold. SolaStock records it and delivers a journal: Dr Internal consumption expense / Cr Inventory (a return reverses it). In SolaCount the journal's source is Internal Consumption and opens the record in SolaStock.

The expense account is chosen from the most specific default available, and nothing is guessed:

1. The item's Default internal-consumption account (on the item form; blank reads "Use category / connection default").
2. The item category's default.
3. The organization default Default internal-consumption expense account in Settings → Account Defaults ("Used after item and category defaults. Posting requires an active, postable expense account; no account is guessed."). The connection's account-role review for internal consumption expense starts from this default.

The account must be an active, postable expense account of this organization; otherwise you see "Select an active, postable expense account in this organization." Set the organization default before the first consumption so journals are not held back. For an item SolaStock owns, the item's own consumption account is set in SolaStock and shown read-only in SolaCount.

Posting blocks explained

When SolaCount refuses to post a document because of the SolaStock link, it shows one of these plain messages (never raw codes):

If SolaCount recorded a document but SolaStock has not acknowledged it, the document shows "SolaStock has not acknowledged this document" with Retry SolaStock synchronization. It is not considered synchronized until a retry succeeds; retrying never duplicates it.

Troubleshooting

Tips:

• Retrying is always safe. Every stopped state says Nothing was synced.
• You only need to finish the connection once. After that, the card stays Connected and only changes if syncing needs attention.
• Report an issue on the card opens SolaCount's issue reporter with the context attached.

Related

• Inventory — mini inventory vs SolaStock authority
• Products & Services — creating stock items in a connected organization
• Customers, Suppliers — Review Stock party
• Bills, Invoices — documents linked to stock
• Receiving goods on supplier bills, Financial supplier credits
• Journal entries — the Internal Consumption and other source labels
• SolaStock ↔ SolaCount integration (SolaStock side)
• Subscriptions