Managing Stock Levels
- Key Calculations
- Stock Adjustments on Order Status Changes
- Stock Level Priority
- Creating Stock Takes
- Adjusting Inventory
- Viewing Stock Adjustments History
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:
- Order Shipped Status
- 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:
- Go to Setup > Custom Code > Custom Metadata Types
- For StoreConnect Settings, click ‘Manage Records’
- Edit
Order Shipped
status. The values must match the API values of the Order Status picklist in your org. This can contain multiple values by comma separation (ie. Shipped,Complete) - Edit
Order Cancelled
status. The values must match the API values of the Order Status picklist in your org. This can contain multiple values by comma separation (ie. Cancelled,Returned)
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
Default Setting for Order Cancelled Status is Cancelled
Order Status API’s (Order Status to match the Custom Metadata fields):
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:
- Stock level derived from shipping as selected by the user
- Priority stock level
- Priority stock location
- Stock level with most stock
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:
- Edit an existing stock level
- Update
Last Inventory Count
to an amount different from the Count On Hand - Update
Last Inventory Date
to the desired date (usually the date today) - Save
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.
- Go to Stock Level
- On the Related List tab, select view all on the Stock Adjustments section
- All stock adjustments will be displayed
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