If you are looking to discontinue your service with LOCATE Inventory, you may be attempting to get your data out of LOCATE, or be testing a new software platform. This article provides tips and best practices during any period of transition off of LOCATE onto another system.

Scope of Support

  • The scope of support provided by LOCATE does not broaden or narrow during any transition off of the LOCATE Inventory platform 
    • What LOCATE Inventory’s scope of support includes
      • Support by LOCATE Inventory is provided via email through our ticket management platform
      • Support will include referencing any documentation relevant to your request that has already been written and is available via https://help.locateinv.com
      • LOCATE Inventory support will also provide step by step instructions for carrying out tasks within LOCATE, through our ticket management platform. This can include screenshots from one of our sandbox test instances, or screenshots from your own instance.
      • Ensuring that integrated services and applications are configured correctly and communicating properly within LOCATE only.
    • What LOCATE’s scope of support does not include
      • Assistance with any other platform that is not LOCATE Inventory
      • Dedicated phone calls or screen share sessions
      • Training users or new employees on basic processes or workflows that have been successfully executed on a regular basis by your organization in the past
      • Support agents and managers will not directly manipulate data, modify records, or make any changes in your instance for you. All actions taken in your instance of LOCATE must come from an authorized user in your organization.
      • Support agents will not manipulate or prepare LOCATE exported data to meet the requirements or format for a new software platform. You must work with a partner or consultant that is familiar with data preparation for your new software platform, or work with your new software’s support teams directly to prepare and manipulate data you retrieve from LOCATE.
  • We recommend using a partner or consultant when transitioning to a new software platform. 
    • LOCATE Inventory support agents are not familiar with other software platforms and will not be able to provide guidance
    • A list of partners and consultants that deeply understand LOCATE and other widely-used inventory platforms that may be able to support you in a transition can be found here – https://locateinv.com/marketplace/
  • If you are transitioning to a new platform that one of LOCATE Inventory’s dedicated partners are not familiar with, then we recommend working with a partner or consultant that your new software platform recommends, in addition to using either standard support or a LOCATE Inventory dedicated partner.

Utilize a Partner or Consultant

  • Our top recommendation for transitioning to a new software platform, is to enlist the help of a partner or consultant who has deep knowledge and understanding of the platform(s) you intend to transition onto.
  • LOCATE works with numerous partners and consultant firms who are deeply familiar with LOCATE Inventory, as well as other widely-used inventory platforms. You can reach out to one of the partners in our Marketplace to see if any of them provide services for the software platform you intend to transition onto as well.
  • A list of partners that deeply understand LOCATE and are available to offer support transitioning to another product can be found here: https://locateinv.com/marketplace/ 

Export Your Data

  • Once your LOCATE Inventory subscription is cancelled, you will no longer have access to the data that was stored on the platform.
    • Data is not backed up by LOCATE Inventory, and cannot be retrieved once your subscription is cancelled and your user access has been removed
  • LOCATE provides robust data export modules and reports that allow you to get all of your data out of the platform in a structure that is easily manipulated to be used in another system
  • All of your data is available in LOCATE Inventory for retrieval and record keeping purposes via module exports, and export reports
    • LOCATE module exports are provided in .CSV file format
    • LOCATE export reports can be run in many formats including; .XLS, .XLSX, .CSV, .PDF and others
  • LOCATE Support has comprised a thorough guide to exporting your data out of LOCATE in this help article – https://help.locateinv.com/exporting-data-out-of-locate/
    • If you need data that is for some reason not listed or detailed in the article above, please do not hesitate to reach out to support@locateinv.com for guidance
  • It is up to you to determine the best method for storing the data you retrieve from LOCATE, whether for continual backup purposes or permanent record-keeping due to an upcoming transition off of LOCATE.
    • LOCATE cannot make storage method recommendations for the data you retrieve out of the LOCATE Inventory platform

Testing a New Platform

  • Create a sandbox, or testing environment
    • When testing a new software platform that is vital to your business, it is ideal to do so in a manner that doesn’t impact your current live operations. This isn’t always entirely possible, especially when you are close to transitioning to the new platform. However, every effort should be made to prevent possible interruption in live production when testing new software.
    • Some examples of sandbox testing methods:
      • Create a free or basic eCommerce account with the eCommerce platform you use in live production
        • Most eCommerce platforms offer trial accounts or very low-cost basic accounts without needing to hook them up to a live domain while still remaining completely functional. 
        • Although there might be some small cost to this, it can save you in the long run by preventing the possibility of something going wrong in the live environment that could potentially have greater unrealized costs.
        • This allows you to upload products and customers, as well as create test orders to be imported into the platform that you are testing rather than integrating your live eCommerce site onto a platform that you are testing
      • Export real data out of your current platform, and import or re-create it in the platform you are testing
        • Although this might be a bit time-consuming, this will ensure you are using the same data that you would in a live environment on the platform you are testing.
        • This approach will also expose you to the beginning phases of implementing this new platform in the live environment by becoming familiar with its methods of bulk data upload and data structure. 
  • Run both systems in parallel
    • Creating an entirely sandboxed environment for testing may prove to be challenging, impossible, or you may want to test a new prospective software in the live environment for accurate and thorough vetting.
    • In the event that you need to test a new software platform by connecting it to your live eCommerce and shipping platforms, you will want to operate out of the new platform as well as LOCATE in parallel (simultaneously, at the same time)
      • There is a large possibility that you may need to go back to operating on LOCATE temporarily until you complete testing or transition to a new platform.
      • If you end up needing to go back to solely using LOCATE, and the systems weren’t operated in tandem, the information in LOCATE will be inaccurate which will require you to “clean up” the system for completed orders and inventory changes that occurred during testing of the new platform.
      • This can create a high-pressure situation where you will need to quickly reconcile LOCATE with what was done in the system you are testing

Coming Back to LOCATE Temporarily

  • If you stopped using LOCATE temporarily for any reason and need to get back to using the platform again, it’s possible that the information and data in LOCATE is inaccurate, especially if it was prevented from syncing with eCommerce services, or orders stopped getting created and completed in LOCATE.
  • Import or create missing orders
    • If LOCATE at any point in time was prevented from syncing with eCommerce services or orders were not getting entered, you will want to create or import them into LOCATE and complete them, even if they have already been fulfilled or received.
      • This is the best way to ensure that the data in LOCATE is as accurate as possible, as sales order completion consumes inventory, and purchase orders increase inventory.
  • Auto-work Completed Orders
    • If you were completing sales orders in another platform you were testing or intended to use, and those sales orders did not get completed in LOCATE, you can use the Order Auto-work import to complete these orders
    • Auto-work using “Bulk Action”
      • You can also select multiple orders from the Sales Order list screen and click on the Actions button at the top left corner of the list grid. Within that menu you can click Auto Complete which will trigger the Auto-work to complete for those orders in the background
  • Cycle count Inventory
    • If you still find your inventory is inaccurate, or your orders are not completing due to insufficient inventory, then you will need to correct your inventory.
    • If this can’t be accomplished through standard purchase orders or work orders, you can do a Cycle Count and adjust the inventory in
  • Turn off inventory sync temporarily
    • You can prevent LOCATE from syncing inventory with an eCommerce service if you need time to correct inventory and orders, and you wish to prevent LOCATE from syncing inventory until those tasks are completed
    • Inventory syncing is located under Part Settings of any eCommerce service that is active in LOCATE.

Tax Service Data and Subscription

If you ever cancel or discontinue your service with LOCATE Inventory, it’s important to take steps to retain any data related to taxes, both historical and current. LOCATE Inventory natively provides a few reports that provide tax information, more details on this are found in this article here – https://help.locateinv.com/exporting-data-out-of-locate/

LOCATE offers two Tax Service integrations, Taxify and TaxJar. We have a partnered relationship with Taxify, and Taxify services are included in your LOCATE subscription. Because of this, LOCATE will modify and cancel your Taxify Subscription for you upon a cancellation request to discontinue service with LOCATE Inventory. We will put in a cancellation request for your Taxify account effective the date your service with LOCATE will be cancelled. We temporarily set all of your filing frequencies to “I don’t need this” so further charges will not be incurred, however, if you will be needing tax data from Taxify for filing purposes, you will want to export any pertinent data as soon as possible. All previous filings can be found under the Filings tab – We also have the following documentation article that contains instructions on where to find the Simple Export Worksheets in Taxify if you need to access/export additional tax data: https://help.locateinv.com/setup/services/taxify/using-the-taxify-simple-export-worksheet-to-calculate-sales-tax-by-state/

If you are using the TaxJar service with LOCATE, you will want to reach out to them separately and work with their support team to either cancel or transfer your service, as well as export any pertinent data you will need from their platform.