# Approve sales channels and resolve deductions

Bind the intended SmartFACT Data channel and distinguish waiting changes, refusals and recorded shortfalls.

Source: https://help.smartfact.ai/manuals/storesflow/sales-channels

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor

A sales channel connects the exact SmartFACT Data shop connection to this StoresFlow site. The owner approves that relationship; the supervisor reviews stock-deduction exceptions. Use [SmartFACT Data](/manuals/configsheets) for the shop and mapping work on its side.

## Approve the intended connection

As owner, open **Connections**, then **Sales channels**. Copy **This site's reference** into the intended SmartFACT Data connection and obtain its connection reference there. Check the displayed signing-key and delivery status. If the key is not registered or delivery is disabled, ask the installation administrator to resolve that dependency. Approval alone does not enable delivery or move stock.

Under **Approve a sales channel**, enter the exact **SmartFACT Data connection reference**, a meaningful **Display name** and **Reason for approval**, then choose **Approve this channel**. This requires recent Accounts verification and binds the reference to the site and organisation. Do not reuse a connection reference for another site.

For an existing channel, choose **New status**, enter **Reason for this change** and use **Record channel status**. **Paused** holds new events for retry. **Retired** permanently closes that connection reference while retaining its history. Check the current result before making another status decision, especially after an unconfirmed answer.

## Prepare the stock identity

The material must be active, admitted as a channel item and untracked by lot for new deductions. It also needs an active home bin. The author and reviewer prepare and release the material declaration; the supervisor records its home-bin placement. Do not rename an unknown shop item to a similar material merely to make a deduction pass.

Channel processing uses the approved material's precision and current home-bin stock. It does not mean that any bin holding the item can supply the order. If an item or placement is wrong, resolve that through [materials and policies](/manuals/storesflow/materials-and-policies) and the material's stock record.

## Read the type of exception

As supervisor, open **Channel exceptions**. Match the channel, order, line, item and unit. Compare **Requested**, **Applied**, **Posted**, **Short** and **Excused**, together with **Home bin** and **Available now**.

A waiting change can be held by an active count or material hold. Accepted waiting changes are rechecked after the barrier lifts. Finish or release the count properly and review the hold through [stocktakes](/manuals/storesflow/stocktakes) or [corrections and holds](/manuals/storesflow/corrections-and-holds). Do not pick from bins being counted to bypass the barrier.

A refused source change is different. Read its displayed cause, such as an unknown material, missing home bin or unsupported quantity precision. Correct the actual cause and have SmartFACT Data send a new revision. A known order line cannot be redirected to another material. The old refusal is not evidence of a completed deduction.

## Decide a recorded shortfall

New stock does not automatically clear a recorded shortfall. On the exact line, choose **Resolution**: **Post remaining stock deduction** or **Excuse the quantity**. Enter **Quantity to resolve** in the displayed base unit and a **Reason for resolving this shortfall**, then choose **Record shortfall resolution** with recent Accounts verification.

The requested resolution must be positive and no larger than the current shortfall. Posting uses up to the available usable stock in the current home bin, so inspect the refreshed **Posted** and **Short** quantities rather than assuming the whole requested amount was posted. Excusing records that the chosen quantity will not be deducted; it does not add physical stock.

For example, a retained line shows Short 8 and its current home bin has 5 available. A reviewed request to post 8 can post 5, leaving Short 3. Review that remaining 3 separately; do not record an ordinary stock adjustment to imitate a channel deduction.

## Leave a traceable handover

Retain the connection reference, order and line, item and unit, before-and-after figures, decision reason and any original unconfirmed request. Follow movement evidence in [history and documents](/manuals/storesflow/history-and-documents). Keep channel setup, source correction and stock resolution as separate decisions with the responsible owner, Data user or supervisor.