Inventory

Open Products › Inventory. Every variant of every product is a row with its stock.

At the top, Out of stock and Low count the variants with none left and with only a few (5 or fewer unless you change it), and Units in stock adds up what you have, for products not archived (a bundle adds nothing: its products are counted on their own). Click Out of stock or Low to list only those variants (a product sold out in one size shows just that size); click it again to list all. Low stock is … or fewer sets what counts as low; a low variant says Low stock in its row.

• Search products narrows the list, and Sort by orders it: newest or oldest product, product title A–Z or Z–A, or stock, lowest or highest first. A product’s variants stay together.
• Type a new number in Total (or Available here at a location) to change a variant’s stock, in as many rows as you like, then Apply in the bar at the top. While you type, Reason for these changes asks why: Correction (the usual), Stock count, Received, Returned, Damaged, Lost or stolen, or Promotion or donation. Each change keeps it in its history. What you type stays while you search, press Load more or choose another location; a note says how many typed counts are not in the list, and Apply saves them too.
• Not tracked means the variant’s quantity is not counted: it is always for sale (set on the product’s page with Track quantity).
• Out of stock, still selling means the quantity is 0 but the variant keeps selling (Continue selling when out of stock).
• Pre-order means the variant is sold as a pre-order (Sell as pre-order on the product’s page): its stock goes below zero as it is pre-ordered and shows how many you owe. The Products list says Pre-order for such a product too.

A count you set by hand (here, at a location too, on the product’s page, in Bulk edit or by import) can’t be below 0 unless the variant keeps selling when out of stock; a count that is too large is named as such. If the product’s page was opened before someone else changed its stock, saving it adds or takes away what you changed rather than replacing the newer count.

Stock is taken when an order is placed and goes back when an order is cancelled before it ships. A bundle’s stock follows the products it is made of: its row shows Follows its contents and its number can’t be typed, at a location either, and it can’t be ticked for a purchase order or a transfer. Change the stock of the products it is made of instead. When an app takes stock from the warehouse that ships a product (such as NextLevel’s Take stock from NextLevel), its next count replaces a number you typed for that product. The Inventory page says so in a line under its title, with the app’s name, while the app sends counts. With stock per location on, no app’s count is applied: you keep the stock at each location yourself.

The numbers

• Available is what can be sold now.
• Committed is sold and not shipped yet: still on your shelf, but spoken for. Units sold inside a bundle count for each product the bundle holds.
• Total is what is on your shelf: available and committed together.
• Incoming is on open purchase orders and transfers.

A Committed or Incoming number above 0 can be clicked: it lists the orders that hold those units, and the purchase orders and transfers that bring them, each a link and with the day it is expected.

To correct your stock, count the shelf and type that number in Total. A sale during your count changes nothing here, because a sold item stays in the total until it ships. Each change appears in History.

Stock at each location

With Keep stock at each location on in Settings › Locations, choose a location beside the search to see and change what it holds. Its column, Available here, is what can be sold from that location: units sold and not shipped yet are not in it, so type what you can sell there, not the whole shelf. All locations shows the total you can sell.

Order more

Tick the items you need in the list, up to 50, then Create purchase order starts an order to a supplier with them filled in. With stock per location on, Create transfer does the same for moving stock between locations. Nothing is saved until you save that form.

Stock history

History under a variant’s stock, or Stock history in a variant’s details on its product page, lists every change, newest first: how much it moved, what it left, why (an order, a cancellation, a return, a purchase order, an import, an app, or a change by hand with the reason given), who did it, and a link to the order when there is one. Storeloom keeps this by itself and nobody can edit it.

When something sells out

A sold-out product’s page asks shoppers for an email. When stock returns, each one who asked gets the Back in stock email, once. It is not a marketing subscription: the address is used for that email only. To stop offering it, turn off Back in stock in Emails.

Export (CSV) downloads your stock, one row per item, or per item and location with stock per location on.