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How to connect your stock to Mwakete

Keep your current tools.

First: what do you use now?

  • "I just use a spreadsheet." Connect your Google Sheet, or save it as a CSV file and import it.
  • "I have a till, POS or accounting system." Export a CSV from it and import that. This always works. If your till or system can send sales by itself, you can also connect it in POS & Integrations (when that is switched on for your store). Links to named systems such as Square or Shopify are not available yet.
  • "I sell in a shop and want a till." Use the Mwakete Point of Sale (when it is switched on for your store). Sales come off the same stock as your online store.
  • "I don't have anything." You don't need to. Open Inventory - Mwakete keeps your stock for you.

Words you'll see

In stock
What you physically have.
Held
Units customers have ordered but you haven't handed over yet. They're kept aside so nobody else buys them.
Available
In stock minus held. This is what shoppers can buy.
Low stock
Available is at or below the level you chose. Mwakete only warns you - it never orders stock for you.

Orders and your stock

  1. A customer orders 5 → those 5 are held. In stock doesn't change yet.
  2. You mark the order Fulfilled → the 5 come off your stock.
  3. You mark it Cancelled instead → the 5 are released for others to buy.

Import a CSV file

  1. In Excel: File › Save As › CSV. In Google Sheets: File › Download › CSV. From a till: look for Export.
  2. Open Import & Sync, choose CSV file, and pick your file.
  3. Check the column matching. Mwakete guesses it - for example Item Code → SKU, Stock Balance → stock on hand. The column that identifies each item (SKU, barcode, or the Mwakete ID from a Mwakete download) is the important one.
  4. Press Preview changes. You'll see every change before anything happens: new numbers, prices, items not found, and problems.
  5. Happy? Press Apply changes. Not happy? Press Cancel - nothing changes.

Tip: Download CSV, edit the numbers, import it back.

Connect a Google Sheet

  1. Open your sheet and press Share. Add the Mwakete address shown on the Import & Sync page. Choose Editor if you want Mwakete to write sales back into your sheet, or Viewer to only read it.
  2. Copy your sheet's address from the browser and paste it into Mwakete. Choose the tab, and the row that has your column names.
  3. Match the columns, then choose who is in charge:
    • My sheet → Mwakete - you keep your sheet up to date; Mwakete copies it. (Best if your sheet is already reliable.)
    • Mwakete → my sheet - Mwakete keeps the stock; your sheet is updated from it.
    • Both ways - a change on either side is copied to the other.
  4. Preview, then Apply. After that it can keep in step every hour, or press Sync now any time.

"This item changed in both places"

With Both ways, if the same item changed in your sheet and on Mwakete since the last sync, Mwakete doesn't guess. It asks you:

Rice 25kg — Your sheet: 48 · Mwakete: 45 · Leave both for now

Pick the right number and both sides are set to it.

Several shops or warehouses?

Stores registered as a Wholesaler or Distributor can add locations on the Inventory page (Locations), see how much of each item is where, Transfer stock between them, keep a list of Suppliers, and choose where stock arrives when they receive it.

If something goes wrong

  • Mwakete never says something worked unless it did. If the connection drops, it tells you, and pressing the button again is safe - a change is never applied twice.
  • If Mwakete can't open your sheet (for example the sharing was removed), your stock on Mwakete is not changed. Share it again and press Sync now.
  • Every stock change is listed under Stock history, and every import or sync under Sync history.