Product Lookup

Getting started

Enabling the toolbar

1. Go to Stokkap > Settings in your WordPress admin
2. Under the Features section, tick "Show Stokkap quick actions in the WordPress admin toolbar"
3. Save settings

Once enabled, a Stokkap dropdown appears in the WordPress admin bar at the top of every admin page.

Opening Product Lookup

You can open the lookup modal in three ways:

Method	How
Keyboard shortcut	Press Ctrl+Shift+L (or Cmd+Shift+L on Mac) from any admin page
Admin toolbar	Click Stokkap in the top bar, then click Product Lookup
Menu	Go to Stokkap > Product Lookup in the sidebar - the modal opens automatically

The modal floats over whatever page you're on, so you never lose your place.

Searching for products

The search bar at the top of the modal accepts three types of input:

1. Barcode (GTIN/EAN) - exact match

If the value you type or scan matches a product's GTIN/Barcode field exactly, that product loads instantly. This is the primary way barcode scanners find products.

2. SKU - exact match

If no GTIN match is found, Stokkap tries an exact SKU match next.

3. Product name, SKU, or barcode - partial search

If neither exact match finds a product, Stokkap performs a broader search across product name, SKU, and GTIN. You can type part of a product name (e.g. "blue hoodie") and see matching results. You need to type at least 2 characters for partial search to work.

When multiple products match, a results list appears. Click any result to view its full details.

Using a barcode scanner

The modal is designed for barcode scanners. It automatically detects whether input is coming from a scanner (fast keystrokes) or manual typing and adjusts accordingly:

• Barcode scanner: searches 200ms after the last keystroke
• Manual typing: searches 800ms after the last keystroke
• Enter key: searches immediately regardless of input method

Most barcode scanners send an Enter key after the barcode, which triggers an instant search.

Understanding GTIN (barcode)

GTIN stands for Global Trade Item Number. It's the number encoded in a product's barcode - the one printed beneath the barcode lines. Common formats include:

• EAN-13: 13 digits, used internationally (e.g. 5901234123457)
• UPC-A: 12 digits, used in North America
• ISBN: 13 digits, used for books

WooCommerce stores this value in the GTIN, UPC, EAN, or ISBN field on each product. Stokkap uses this field for barcode lookups.

Why barcodes must be set to find products

For a barcode scan to find a product, the GTIN value must already be saved on that product (or variation). If a product has no GTIN set, scanning its barcode will show "No product found."

You can set the GTIN in three places:

1. WooCommerce product editor - under the Inventory tab, in the "GTIN, UPC, EAN, or ISBN" field
2. Product Lookup modal - in the Identifiers section when editing a product
3. Link to Product - when a barcode isn't found, use the link feature to assign it

Editing product details

When a product is found, the modal shows a detailed view. Everything is editable inline - no need to open the full product editor.

Product header

• Product thumbnail (click to change the image via the WordPress Media Library)
• Product name
• Status badge (Published / Draft / Private) - click to change status
• Product type badge (Simple / Variable / Variation)

Identifiers

For simple products and variations, you can edit the SKU and Barcode (GTIN) fields directly. Click Save to update. Both values are validated for uniqueness.

Pricing

For simple products and variations, the pricing section shows:

• Regular Price - the standard selling price
• Sale Price - the discounted price (must be lower than regular)
• Cost Price - your purchase/cost price for margin tracking

Click Save Prices to update all three at once.

Stock

The stock display adapts based on how the product is managed:

Setup	What you see
Stokkap managed with locations	Stock broken down by location, with +/- buttons per location
Stokkap managed, no locations yet	Total stock with an "Add location" dropdown
WooCommerce stock only	Total stock with +/- buttons
No stock management	Stock status dropdown (In Stock / Out of Stock / On Backorder)

Adjusting stock:

• Use the - and + buttons next to each stock row
• The number input between them sets the step amount (defaults to 1)
• A green flash confirms each adjustment

Enabling stock management:

• If stock management is off, click Enable Stock Management to turn it on
• To use Stokkap's multi-location stock, click Enable Stokkap and then add locations

Quick links

• Edit Product - opens the full WooCommerce product editor in a new tab
• View Product - opens the product's front-end page in a new tab

When a barcode isn't found

When you scan or type a barcode/SKU that doesn't match any product, you'll see a "No product found" message with two options:

Linking a barcode to a product

Click Link to Product to assign the scanned barcode to an existing product:

1. The scanned value is shown at the top (read-only)
2. Choose whether to save it as a GTIN/Barcode or SKU
3. Use the search field to find the product you want to link it to (search by name, SKU, or barcode)
4. Click the product in the results list to select it
5. Click Link Barcode/SKU to save

The barcode is now linked and the product's detail view loads immediately. Future scans of that barcode will find the product.

Creating a new product

Click Create New Product to make a new product with the scanned barcode:

Simple Product

• The scanned barcode is automatically assigned as the GTIN
• Enter a product name (required)
• Optionally set regular price, sale price, and cost price
• Choose whether to create as Draft (default) or Published

Variable Product

• Enter a product name
• Creates a shell product - you'll add variations afterwards
• Barcodes don't go on variable parent products

Add Variation to Existing Product

• Search for the parent variable product
• A new variation is created with the scanned barcode as its GTIN
• The variation starts as disabled (private status)
• Set its attributes, prices, and enable it from the detail view

Variable products and variations

When you scan or search for a variable product (the parent), the modal shows a list of all its variations. Click any variation to see its full details.

When you scan a variation's barcode directly, it goes straight to that variation's detail view with a "Back to variations" link.

From the variation detail view you can:

• Edit the variation's own SKU and barcode
• Set prices (regular, sale, cost)
• Adjust stock per location
• Set variation attributes (size, colour, etc.)
• Enable or disable the variation (click the status badge to toggle)

An Add Variation button appears below the variation list. Clicking it creates a new disabled variation and takes you to its detail view to set it up.

In/Out scanning (tally mode)

Tally mode lets you scan multiple products to build a batch stock adjustment list, then save all changes at once. This is ideal for receiving deliveries or counting stock.

How to use it

1. Switch to Tally mode using the toggle at the top of the modal (the list icon)
2. Scan barcodes - each scan adds the product to the tally (or increases its quantity if already listed)
3. Adjust quantities using the + / - buttons or by typing a number
4. Select the target location for each item from the dropdown
5. Click Save Stock Adjustment to apply all changes in one batch

Key behaviours

• Positive quantities = stock in (receiving goods)
• Negative quantities = stock out (removing stock)
• Scanning the same barcode again increments the existing tally entry
• Use Clear All to reset the tally list (with confirmation prompt)
• Variable parent products are rejected - scan individual variations instead

Tips and best practices

• Set GTINs on all products - this is the key to making barcode scanning work. Without a GTIN, scanning a barcode won't find the product.
• Use the Link feature for new barcodes - when you receive products with barcodes you haven't registered yet, scan them and use "Link to Product" to quickly assign them.
• Variations need their own barcodes - each size/colour variation should have its own unique GTIN. The parent variable product doesn't need one.
• SKU works as a fallback - if you don't have GTINs, products can be found by SKU. But GTIN is checked first and is the preferred identifier for barcode workflows.
• Use Tally mode for deliveries - when receiving stock, switch to Tally mode, scan all items, then save once. Much faster than adjusting each product individually.
• The keyboard shortcut is your friend - Ctrl+Shift+L opens the modal from any admin page. No need to navigate to a specific page first.