Stockwren / field guide
A daily operations checklist for small online shops
Use this owner-run checklist to turn a shop’s latest records into a short list of decisions. The checks are recommendations; source notes identify platform or carrier facts that can vary by provider.
A repeatable shop routine
Work through the open loops
Orders and follow-through
Start with work that can hold up a shipment or leave a customer waiting. Use the shop platform as the live source of truth, then bring a fresh CSV into Stockwren if you use its owner workspace.
- CHECK
Open your store’s order queue or export a fresh orders CSV. Note when the file was exported and imported so you can spot a stale snapshot before acting on it.
- SOURCE NOTE
In Shopify, order status, payment status, fulfillment status, and return status are separate; Shopify says its status views help identify orders that need work. Check the relevant status fields instead of treating “open” as a single task.Shopify: Understanding your order statuses (opens in a new tab)
- CHECK
For each order that is unpaid, held, partially fulfilled, or still waiting to ship, write down the next action, who owns it, and when you will check again. Examples: confirm payment, pick and pack, resolve an address question, or verify a handoff to the carrier.
- CHECK
If your selling platform has an abandoned-checkout view, review it there as a separate manual task. Check the item, age, current stock, and your store’s messaging rules before deciding whether to follow up.
- STOCKWREN TODAY
Do not assume Stockwren sees live orders or abandoned checkouts, or sends a customer reminder. Its current inputs are owner-provided records, and its follow-up drafts are not sent.Stockwren current workflow
Inventory and stockout risk
Look for items that could run short before the next replenishment, then check that the quantities mean what you think they mean.
- CHECK
Review your lowest-stock and fastest-moving products first. Compare the platform quantity with a quick shelf count for the items where a wrong number could block today’s orders.
- SOURCE NOTE
Shopify’s inventory reports define “On hand” to include available, committed, and unavailable units. For a Shopify shop, inspect the inventory states before treating the total on hand as saleable stock.Shopify: Inventory reports (opens in a new tab)
- SOURCE NOTE
Shopify’s “Days of inventory remaining” report divides ending quantity by average units sold per day; Shopify says that average uses sales over the last 28 days. Treat it as an estimate to compare with your own replenishment timing, not a guarantee.Shopify: Inventory reports (opens in a new tab)
- CHECK
For each at-risk item, compare usable units with the sales you expect before replenishment arrives. Include confirmed orders, a supplier’s latest promised timing, and a buffer that fits your demand swings. If you cannot cover that window, choose an owner-approved action: reorder, limit availability, or adjust the customer promise.
- CHECK
Record any count correction in the system that owns your inventory, then import an updated CSV into Stockwren when you want its report to reflect that change.
Supplier follow-ups
A follow-up is useful when it closes a specific information gap. Keep the original promise visible so a changed date does not disappear in a long email thread.
- CHECK
Keep one line for each open purchase order: item or SKU, quantity ordered, date requested, supplier’s promised ship or arrival date, last confirmed update, and the next date you will check.
- CHECK
When a promise is due or stock risk is rising, ask the supplier to confirm the remaining quantity, whether it is ready, the dispatch date, tracking details, and the best current arrival estimate. Ask which date is firm if the answer is uncertain.
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After a reply, save the received message or its key details with the date, keep the prior promise for comparison, and assign the next check to a person and date.
- STOCKWREN TODAY
Stockwren can use supplier email content that you add manually to prepare a follow-up draft. Review and edit it yourself; approval does not send the message.Stockwren current workflow
Delivery exceptions
Use the carrier’s own tracking page for the newest scan. Record the exact status and time first, then use that carrier’s guidance to choose a next step instead of guessing what happened.
- SOURCE NOTE
USPS distinguishes a label-created / awaiting-item status from having the package in its possession. Its status guide also gives separate next steps for address problems, access problems, and delivery scans that have not updated.USPS: Tracking status help (opens in a new tab)
- CHECK
For each exception, capture the order reference, carrier, tracking number, exact status text, latest scan time, and where you checked it. Then choose one next action: verify the address, contact the carrier or supplier, check an attempted delivery, or set a time to check again.
- CHECK
If a scan says delivered but the customer cannot find the parcel, verify the carrier’s details and follow that carrier’s guidance before deciding whether to replace, refund, or escalate it.USPS: Delivered tracking status guidance (opens in a new tab)
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When you update a customer, share only the confirmed scan, the step you are taking, and when you will check back. Do not promise a revised arrival date until you have a reliable one.
- STOCKWREN TODAY
Stockwren’s delivery exceptions are entered by the owner. It does not automatically read carrier tracking, and it does not send customer updates.Stockwren current workflow
Close the loop
Finish with a short handoff that makes tomorrow’s first check easier.
- CHECK
Before you stop, make sure every unresolved order, stock risk, supplier question, and delivery exception has one next action, one owner, and a date to revisit. Update the source system or your shared notes so the next person is not working from a private memory.
- CHECK
If you use Stockwren’s daily action report, treat it as a review of saved records. Import current CSVs and add supplier or delivery details yourself; the report is not a live monitor of outside systems.Stockwren current workflow
The daily rhythm
The useful daily rhythm is simple: refresh the records, find the next risk, assign a next step, and return to the source system to confirm what changed.