Manage Inventory
The Inventory page shows each product option separately. Use it to decide what you can sell now, what is waiting for pickup, and what you may need to order.
Read inventory quantities
Section titled “Read inventory quantities”Search by product, variant, or SKU. The table shows:
| Column | Meaning |
|---|---|
| Free | On-hand stock not currently reserved for a sale. |
| On Hand | Current stock count. |
| Allocated | Stock reserved for a member but not yet handed over. |
| Total Outstanding | Units on paid, partially paid, or refunded invoices that have neither an allocation nor a fulfillment record. Allocated units are listed separately. |
| Shortfall | Outstanding units that exceed the current on-hand count. |
An item can have stock on hand but no free stock if all units are allocated. Check Allocated and Free before promising an item to someone else. Shortfall compares Total Outstanding with On Hand, not Free, so it does not account for existing reservations in the same way.
For example, if you have 5 belts on hand and 2 have been allocated for pickup, Free is 3 and Allocated is 2. A paid order for 4 more belts that cannot yet be filled contributes to Total Outstanding. If the outstanding demand is greater than the current stock, Shortfall helps show how many units you still need.
Adjust stock
Section titled “Adjust stock”Use an adjustment to correct a count or record a change that did not come through a sale, return, or purchase order.
- Open Products and select the product.
- Find the variant and select its Adjust Inventory action.
- Enter a positive quantity to add stock or a negative quantity to remove stock.
- Add a reason so your team can understand the change later.
- Select Adjust Inventory.
The quantity must be nonzero and cannot reduce on-hand stock below zero.
Use adjustments for a stocktake correction, damaged stock, or another change that was not already recorded by a shop transaction. For example, enter -1 with a reason such as “damaged during storage” to remove one unsellable item. Do not use a manual adjustment to record a supplier delivery or a customer return. Those have their own workflows and keep the supplier or sale history connected to the quantity change.
Open Inventory, then Adjustments to review previous changes. The list identifies the product, variant, adjustment type, quantity, supplier when relevant, reason, and date. You can export the adjustments table to CSV. Use Purchase Orders to add stock received from a supplier.
Handle low or reserved stock
Section titled “Handle low or reserved stock”When a member has paid for an item that is not available, the invoice shows that the item is waiting for stock. Order the missing quantity using a purchase order. When stock arrives, allocate it to waiting sales before making the remaining stock available for general sale.
Before creating an order, compare Shortfall with the quantity you plan to buy. A shortfall reflects current outstanding demand, not a recommended order quantity: you may want extra stock for expected sales, or less if you are discontinuing an item. Receiving stock through the purchase order updates on-hand quantities; allocating units to waiting invoices reserves them for those customers.
For sale handovers, see Fulfill Product Sales. To review product costs and sales, see Shop Reports.