SwapTrak Help Center
Guides to products, inventory, Shopify, purchasing, sales, FIFO COGS, accounting and automation.
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Get startedSet up your workspace, learn the dashboard, and begin your first workflow.Products & inventoryManage the catalog, stock, bundles, and physical inventory counts.Purchasing & vendorsBuy inventory, receive partial shipments, and track landed costs.Sales & fulfillmentProcess orders, invoices, returns, and fulfillment documents.Warehouses & transfersMaintain locations, move inventory, and trace warehouse quantities.Imports & migrationBring in Shopify history, products, sales, and purchase orders.Inventory review & FIFOUnderstand cost layers and investigate incomplete historical COGS.Reports & analyticsUse margins, valuation, stock movements, and custom pivot tables.Accounting & bankingSet up the ledger, reconcile transactions, and review financial reports.IntegrationsConnect Shopify, ShipStation, and accounting export destinations.Automations & AIConfigure rules, AI assistants, agent tools, and review safeguards.Team, settings & securityManage access, documents, company settings, and audit history.TroubleshootingDiagnose common import, inventory, accounting, and integration issues.
All guides
Your first day with SwapTrakA safe setup sequence from workspace creation to your first verified sale.Understand the dashboardUse dashboard numbers as a starting point and drill into the underlying records.SwapTrak terminology explainedQuick definitions for inventory, fulfillment, FIFO and accounting language.Create and edit productsSet up reliable product records and avoid duplicate SKU confusion.Bundles, kits and component availabilityUnderstand component stock and the units that can actually be assembled or sold.Run a physical inventory countRecord a count carefully while preserving an auditable stock history.Read a product detail pageInspect availability, sales performance and links to source movements.Create and manage vendorsMaintain supplier contacts, purchase history and consistent vendor matching.Create a purchase orderOrder stock from a vendor using the correct product, price and warehouse.Receive all or part of a purchase orderPost physical receipts once, with the correct quantities and costs.Purchase order returns, reversals and voidsUnderstand safe correction paths after ordering or receiving goods.Manage customers and customer detailsKeep contact and order history together without duplicate records.Create and manage sales ordersManage customer orders from creation through review, payment and fulfillment.Fulfill orders and manage ShipStation handoffMove eligible sales from unfulfilled to shipped without duplicated operations.Generate invoices, packing slips and fulfillment documentsCreate and download documents from the correct source order.Payments, refunds and cancelling ordersAvoid changing paid or posted orders through the wrong workflow.Set up warehouses and location mappingCreate distinct inventory locations before importing or receiving stock.Transfer stock between warehousesMove inventory while retaining location and cost history.Import products from a CSVMap a product catalog without changing existing stock unexpectedly.Create and reuse CSV import templatesBuild repeatable mappings for sales and purchase-order imports.Migrate historical purchasing and sales for FIFOPreserve transaction order and the evidence required for accurate COGS.How FIFO COGS is calculatedUnderstand why the oldest eligible receipt cost is consumed first.Review and repair inventory cost exceptionsFollow the review, preview and approval workflow for incomplete historical costs.Use Bulk Match for historical receiptsMatch multiple cost exceptions to trustworthy receipt evidence.Bulk estimates and fallback costsUnderstand when an estimate is used and what evidence should replace it.Use Sales & Profitability reportsAnalyze revenue and margin while respecting cost coverage.Inventory Valuation reportUnderstand quantity times recorded cost at a point in time.Track every stock movementTrace inventory movements by product, warehouse and date.Build a custom Pivot Table reportCreate, save and export business reports using dimensions and metrics.Set up native accounting safelyUnderstand the ledger, readiness checks, and why source evidence matters.Configure the chart of accountsChoose account classifications and verify the Inventory Asset control account.Enter and approve opening balancesEstablish a trustworthy beginning balance at accounting cutover.Create and review journal entriesRead draft and posted accounting events and their source links.Connect bank accounts and import statementsBring bank activity into review without treating imports as final bookkeeping.Categorize and match banking transactionsUse Accounting Review and Rules to reconcile transactions to the right source.Reconcile Shopify payoutsMatch processor deposits and component activity without double-counting sales.Reconcile a bank statementVerify your recorded cash balance to an external statement.Manage vendor bills and accounts payableRecord supplier invoices and keep purchase receipt evidence connected.Read P&L, Balance Sheet and Trial BalanceUnderstand posted-ledger financial reports and completeness warnings.Review and close an accounting periodPrepare period-end evidence and understand posting restrictions.Export accounting data to QuickBooks or XeroConfigure account mapping and review export batches without duplicate posting.Connect ShipStation and print shipping labelsConfigure shipping integration and understand what can be printed.Configure document email and the outboxSet up email for order documents and review logged sends.Create and manage automation rulesAutomate repetitive operations while retaining control of important changes.Create an AI agent in Agent StudioConfigure bots, triggers, tools, testing and approvals.Invite teammates and manage accessGrant the right workspace permissions and revoke access safely.Manage company and profile settingsKeep your company details, personal identity and active workspace correct.Customize branded documentsKeep purchase orders, invoices and packing documents consistent with your company.Audit logs and account securityTrace important changes and protect access to business data.Recorded stock does not match physical countA step-by-step inventory discrepancy checklist.Submit a useful support ticketGive support the information needed to reproduce an issue safely.SwapTrak go-live checklist: from setup to verified daily operationsA practical launch plan covering products, locations, historical costs, sales, payments and permissions.Shopify to SwapTrak: setup, migration and safe inventory syncConnect the store, map warehouses, import historical orders and manage stock without duplication.From supplier purchase to sale: a complete transaction walkthroughFollow one unit from vendor purchase through receipt, landed cost, order fulfillment and accounting.Historical FIFO and COGS recovery: a safe decision treeChoose between matching a receipt, recording missing historical stock and approving an estimate.Diagnose a failed Shopify, CSV or historical importResolve validation errors, partial progress, duplicate keys and warehouse mapping without double posting.Why SwapTrak revenue, gross margin and accounting numbers differA diagnostic walk-through for order totals, COGS, Shopify payouts and posted financial statements.Vendor payments, credits, prepayments and A/P agingRecord and correct supplier payments, credits and unapplied funds without double-posting or changing stock incorrectly.Inventory Accounting, GRNI and Inventory Asset reconciliationUnderstand how receipts, vendor bills, COGS and inventory clearing accounts connect to the native ledger.Advanced settings: historical inventory repair and data backupsSafely review large historical corrections, restore safeguards and administrative recovery tools.Workspace reset and Danger Zone: irreversible actionsUnderstand how to protect business records before deleting, clearing or resetting a workspace.Query Health: partial totals, rollups and report troubleshootingUnderstand partial-report warnings and how to verify or recalculate operational aggregates safely.Order attributes and custom business fieldsConfigure consistent order metadata before importing records and automating your processes.Sandbox and custom AI dashboard widgetsExplore and safely validate workspace-specific AI capabilities before connecting them to live operations.Accounting Rules & Memory: aliases, mappings and suggestionsLearn how past reviewed bank transactions inform future categorization without auto-posting unverified accounting.Integration Functions: connecting systems and managing credentialsCreate a safer workflow between external services and SwapTrak, with explicit secrets and data-mapping controls.