Managing Stock Levels

For any product that has it’s Track Inventory field checked to be able to be checked out on the store, it must have an associated Stock Level in the system with available stock. If the product has the Track Inventory field set to false, then the associated Stock Levels will have no impact on the product’s availability.

Its availability on your store can be determined by the Available to Sell value on the Stock Level object. When Available to Sell is 0 or below, the product won’t be able to be purchased from your store unless the Stock Level has Backorder enabled. The Count on Hand figure will remain the same until the product has been shipped and has left your warehouse or physical store.

If tracking inventory, you will need to configure what order statuses specify that products have been shipped as well as when an order has been canceled meaning the products have become available to sell again.

Key Calculations

Count on Hand

Calculation is as follows:

Sum of all stock adjustments since the latest Initial Inventory or Stock Take Adjustment.

This field is automatically calculated and filling the value would eventually be overwritten. It is highly discouraged to manually change this value. Use the steps detailed in Adjusting Inventory below instead.

Available To Sell

Calculation is as follows:

Count On Hand less the sum of all order item quantities for orders that are complete and are neither shipped nor cancelled.

This field is automatically calculated and filling the value would eventually be overwritten. It is highly discouraged to manually change this value. Use the steps detailed in Adjusting Inventory below instead.

Stock Adjustments on Order Status Changes

There are two Custom Metadata Types that determine behaviour for Stock Management:

  1. Order Shipped Status
  2. Order Cancelled Status

Order Shipped

Order Shipped metadata determines which order statuses have been considered shipped. All products in an order that has been moved to a shipped status have their Count On Hand amount reduced by the quantity in the order. Once Count on Hand have been reduced this order will not reduce them any further if the order changes status again. If you have Order Statuses past the initial shipped status, you may want to consider also setting those later statuses as shipped statuses in the metadata so if the initial shipped status is ever skipped, the Count on Hand is still reduced.

If you move the status from a shipped status to a non-shipped status, the Count on Hand reductions will be reverted. If you have Order Statuses past the initial shipped status that are not a canceled status, you will need to also set those later statuses as shipped statuses in the metadata so Count on Hand does not revert when moving to those statuses.

Order Cancelled

Order Cancelled metadata determines what status is considered cancelled. Moving to a cancelled status reverts any Count on Hand reductions caused by moving an order to a shipped status. It will also revert all Available to Sell reductions for the order.

For order statuses to adjust stock levels automatically you will first need to configure each of these Custom Metadata Types.

Steps to configure:

TIP: As long as the Order Status API name matches the Custom Metadata Type Setting this will allow stock adjustments to occur when the order path status is changed.

Custom Metadata Example Setup:

Default Setting for Order Shipped Status is Shipped and Activated

Custom Metadata Shipped

Default Setting for Order Cancelled Status is Cancelled

Custom Metadata Cancelled

Order Status API’s (Order Status to match the Custom Metadata fields):

Custom Metadata Settings

Stock Level Priority

Prioritising Stock Levels

Stock levels can be prioritised by setting Priority=true on any stock level. This means that whenever an order item does not have a specified stock level, the priority stock level will be selected for that given product. There can only be one priority stock level for any given product.

Prioritising Stock Locations

Stock Locations can be prioritised by setting Priority=true on any stock location. This means that whenever an order item does not have a specified stock level and no priority stock level, the stock level with the priority stock location will be selected for that given product. There can only be one priority stock location for all stock locations.

How Stock Level Is Determined For an Order Item

Stock level is selected for an order item in this sequence:

Since stock locations can fulfill stock via shipping, Click and Collect, both or none, the stock levels are filtered based on the user’s selected delivery option (i.e. a stock level with a Click and Collect only stock location, will not be selected for a shipping delivery option).

Creating Stock Takes

Stock takes allow you to reset the Count on Hand and Available To Sell calculation to the most recent manual inventory count. All stock calculations of Count on Hand and Available to Sell are based from the most recent stock take.

To create a stock take:

Adjusting Inventory

There are two ways to adjust inventory for a stock.

Change Quantity

Changing Quantity allows stock to be added/reduced depending on the amount provided in the field. For example, given a stock level with a Count on Hand of 10, setting Change Quantity to 5 would update the total Count on Hand to 15. Setting Change Quantity to -5 would update the total Count on Hand to 5.

Note that updating Change Quantity will recalculate both Count on Hand and Available to Sell.

Set Quantity

Setting quantity allows stock to be reset to the provided amount. For example, given a stock level with a Count on Hand of 10, setting Set Quantity to 3 would update the total Count on Hand to 3.

Note that updating Set Quantity will recalculate both Count on Hand and Available to Sell.

Viewing Stock Adjustments History

Any stock movement that changed the Count On Hand is reflected in the Stock Adjustments Related List.

 
 
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