Product Drops Management Guide: MasonHub Inventory Sync with Shopify

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Overview

This guide outlines the recommended process for managing high-volume Flash Sales (Product Drops) when using the MasonHub Shopify integration. Following these procedures will help maintain inventory accuracy during periods of intense traffic and order volume.

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Understanding the Challenge

The MasonHub Shopify app maintains inventory accuracy through real-time synchronization, updating Shopify whenever inventory changes occur due to:

• Inbound receipts
• Returns processing
• Inventory adjustments
• Order allocations
• Order shipments

During high-volume Flash Sales, Shopify’s API throttling can impact these real-time updates, potentially causing inventory counts to become out of sync between MasonHub and Shopify. This typically manifests as overstated inventory in Shopify when inventory updates lag behind order allocations.

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Solution: Pausing Inventory Sync

To prevent sync issues during Flash Sales, MasonHub provides the ability to temporarily pause inventory sync callbacks to Shopify. This ensures stable inventory management during high-traffic periods.

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Pre-Sale Preparation

1. Timing: Schedule the pause of inventory sync before the Flash Sale begins
2. Communication: Notify MasonHub Operations of the planned sale window
3. Operations Adjustment: During the pause window, Operations will:
   • Postpone non-critical inventory adjustments
   • Delay routine cycle counting
   • Focus on critical sale fulfillment operations

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Step-by-Step Process

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Before the Flash Sale

1. Log into your MasonHub OMS account
2. Navigate to “Callbacks” in the main navigation
3. Click “Hold SKU Inventory Changes”
   • This pauses all inventory updates to Shopify
   • Current inventory levels remain static in Shopify

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During the Flash Sale

• Shopify continues to decrement inventory as orders are placed
• MasonHub OMS maintains accurate inventory tracking
• Inbound receipts, returns, and adjustments are tracked in MasonHub but not synced to Shopify

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After the Flash Sale

1. Wait until order volume and traffic return to normal levels
2. Return to the Callbacks section
3. Click “Activate SKU Inventory Changes”
   • This resumes inventory synchronization
   • Current MasonHub inventory levels will sync to Shopify

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Important Notes

• The pause feature affects only inventory updates to Shopify
• Order processing and fulfillment continue normally
• Inventory tracking remains accurate in MasonHub throughout the sale
• Regular sync will resume immediately upon reactivation

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Best Practices

1. Timing: Plan sync pauses around your busiest periods
2. Duration: Keep the pause window as short as practical
3. Communication: Maintain clear communication with MasonHub Operations about:
   • Sale start and end times
   • Expected volume
   • Any schedule changes
4. Monitoring: Watch order flow during the sale to determine when volume has decreased enough to safely resume sync

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Support

For assistance during Flash Sales or questions about this process, contact your MasonHub Client Success Manager.