Websites · reads your records live
Nothing on it was typed twice.
Your online store shows the live catalogue, prices and stock KaryalayOne already holds, and the orders it takes are raised in your office.
One system, both directions
Which way each thing travels
Everything your office and your site share is listed below, in the direction it actually moves. Nothing here is a connector bolted between two strangers.
| What | Which way | What that means at the counter |
|---|---|---|
| Your catalogue | to the site | Names, groups, brands, units and HSN codes, exactly as you wrote them at the counter. Only what you have made active is shown, so a draft is not a quiet page nobody meant to publish — and what an item cost you is stripped out before the page is built. |
| The price | to the site | Off your own price list, with the was-price beside it where you keep one. The site is never told what it may charge, only what you are charging today. |
| Whether it is in stock | to the site | Worked out from every warehouse together and shown as in stock or out of stock. The warehouse figures themselves stay off the page. An item you do not keep stock for shows nothing rather than a badge that would be wrong. |
| Your shop’s own details | to the site | Address, telephone, GSTIN, your logo and the places you can be found. Correct the address at the counter and the site’s footer is corrected with it. |
| A basket somebody buys | to the office | Goes over as the item and how much of it, with no price attached. What comes back is an order and a bill raised in your office — made there, not on the site. |
| A basket not ready to buy | to the office | Lands as a request you can price, against the same customer, waiting where the rest of your work waits rather than in somebody’s inbox. |
| A payment | both ways | Taken on the site through your own payment account, confirmed by the office and recorded against that bill with its receipt — then the paid record comes back, so the site knows too. |
| An enquiry form | both ways | The form is one you wrote in the office; the site only draws it, as the office had it at the last reading. What a visitor fills in goes straight back into the office, and the site keeps no copy of the answers. |
| Orders, bills and quotations | to the site | Once they exist in the office they come back to the site with their stages and their history, so a customer who signs in sees their own. A public page is never shown any of it. |
| A job you are running for them | to the site | The projects your office is tracking come across as well, down to their tasks, who is on them and when they are due. A customer who signs in can follow the job you are doing for them instead of ringing to ask — and, like everything else here, only their own. |
| Your customers’ papers | to the site | Never copied onto the site at all. Fetched from the office at the moment somebody opens one, and only then. |
What the shopper is looking at
One product page, taken apart
Everything below came out of records you already keep. Nobody uploaded a spreadsheet, and nobody will have to remember to upload it again in April.
- What it never shows
- What an item cost you is stripped out before the page is built, and an item you have not made active is never shown at all. A draft on your counter is not a quiet page on your site.
- In stock, not a figure
- The page says in stock or out of stock, worked out from every warehouse together. The warehouse figures themselves stay off the page. An item you do not keep stock for shows nothing at all rather than a badge that would be wrong.
- Pictures are copied; papers are not
- Item pictures and your logo are copied onto the site, so a page loads them from the site itself. Your customers’ documents, and the papers attached to a quotation or a bill, are never copied anywhere — they are fetched from the office at the moment somebody opens one.
- One shop front, one branch
- The key a site is given belongs to a single branch, so the site shows that branch’s catalogue, that branch’s stock and that branch’s address. A second branch with its own shop front is a second site.
Where it is written down
Where the order is actually made
Not on the site. The site carries a basket to your office, and your office prices it, raises the order and issues the bill.
- The basket
- What travels is the item and how much of it — never a price. The figures on the page are only what the site last read, and nothing is charged from them.
- Your office
- Every line is priced again from your own price list, the details are checked, and the buyer is either found in your customer list or added to it. The site cannot name a price, so it cannot sell at one you never set.
- An order, and a bill
- The order is raised in your office with the bill already issued against that customer. Either the office confirms it or nothing at all was stored — there is no half-made order left on the site for somebody to tidy up on Monday.
- The payment
- Taken through your own payment account, and only your office may call it paid — the site is never trusted to say so. The receipt is recorded against that same bill. Sent twice, it stays one order and one payment.
- And back again
- Once the order exists in your office it comes back to the site carrying its stages and its papers, so a customer who signs in can see where their own order has got to — their own, and nobody else’s.
The clock on it
How soon the site knows
A price changes at the counter. The site finds out more than one way, tried in order, and the last of them is the honest one.
Normally, within seconds
3 s
The office tells the site the moment an item or an order is saved there, and the site goes and reads that one part again. A run of corrections settles into a single reading a few seconds after the last of them, so going down a shelf fixing prices costs one round of work rather than one for every price.
And on a round anyway
15 min
Announced or not, every part is read again on a set round — a quarter of an hour to begin with, and a setting rather than a law. Each part goes on its own, so the catalogue having a bad morning does not hold up stock, and the next round picks up where the last one stood. You can also send the site to look right now, from its own dashboard, with the same instruction the round gives it.
When the office cannot be reached
Nothing is thrown away. Whatever was last read stays on the site and keeps being shown, and the failure is written against that one part beside the time it last succeeded — a thing you can go and look at rather than a thing a customer tells you about. What is never guessed is anything that has to be true this minute: a basket is refused rather than taken, and the shopper is asked to come back in a moment.
Yesterday’s wording is survivable. A price nobody agreed to is not — so the site is built to risk the first and never the second.
Before you rely on it
The questions we would ask
Some of these have answers we would rather you heard from us than found out on a bad afternoon. They are printed here as they are.
No, and nothing is quietly failing in the background either — an unjoined site is treated as a setup nobody has got to, not as a fault. Pages that were going to show products come up with nothing where the products would be, and everything the site owns itself carries on: pages, posts, listings, testimonials, a newsletter signup, your own pictures. What does need the office is worth knowing before you buy: a form with a dozen questions on it is one you author in the office, and a basket cannot be turned into an order without somewhere to send it.
No. Your catalogue is the only thing a site may show to everybody — that is what a shop front is. Customers, quotations, orders, bills and payments only ever come back for the visitor they belong to, matched on the address or number they signed in with, and a page that asks for them without a signed-in visitor is handed nothing at all. It still draws itself; it simply has nothing in that part of it.
It cannot even attempt it. What leaves the site is the item and how much of it, never a figure, and every line is priced again from your own price list before an order exists. So a page still showing last week’s price is an embarrassment rather than a loss — the shopper is charged what your counter would have charged them.
It is recorded, not announced. Each part carries the time it last succeeded and the reason it last failed, on the site’s own dashboard, and the readings keep being attempted. Nothing rings you, and nothing watches how old a reading has become — somebody has to look. We would rather say that now than let you assume otherwise.
The order and the bill are made in the office and only the office may call a payment paid, so there is no state the site can invent. If the basket cannot reach the office, nothing is stored anywhere and the shopper is asked to try again — there is no half-order to find later. If the money moves but the confirmation cannot get through, the shopper is told exactly that and asked to contact you with the reference, and settling it afterwards lands on the same single order rather than charging twice.
Tell us what your counter already knows
What you sell, how you price it, and whether people should be able to buy on the site or only ask. We will tell you what joining it up actually takes.