Managing inventory

Use Inventory to manage stock for product variants at each location. Choose the location first, then review its figures or enter a stock change. For stock held by orders, draft orders, or staff, see the separate guide to Managing inventory reservations.

Open inventory and choose a location

1. Sign in as the owner or with Products permission, then open Inventory.
2. Use the location button above the table to select the location you are checking. The list starts at your default location.
3. Use Search products to narrow the list. Search starts after at least two characters. Sort offers Recently updated, Available (High inventory), and Available (Low inventory).
4. Check the product name, variant and SKU before editing. Use the page controls to browse further results.

This is the demo location's existing stock. Select any screenshot to enlarge it. No stock was changed to prepare this guide.

Stock is location-specific. An empty location does not mean the product has no stock elsewhere; use the location selector to check. If a variant is not stocked at the required location, review its inventory setup in the product editor. See Managing locations for location setup and online fulfillment.

Understand the stock columns

• On hand: the units physically recorded at this location.
• Committed: units held for placed orders that have not shipped.
• Unavailable: units held by manual reservations or draft orders.
• Available: what remains sellable after those holds.

For ordinary stocked items, Available = On hand − Committed − Unavailable. For example, 20 on hand, 5 committed, and 2 unavailable leaves 13 available. These are explanatory numbers, not a stock change you need to enter.

An Available figure can be negative when holds exceed the recorded stock. Check the underlying holds and the physical count before correcting the figures. Where a held number is above zero, its link opens matching reservations. The link searches by SKU or product title and source; review the reservation's location as well, rather than assuming the results are limited to your selected warehouse.

Bundle availability is calculated from its components. Bundle quantity controls are locked; update the component inventory instead.

Update one inventory row

1. Confirm the location and variant.
2. In Edit quantity, choose Add or set.
3. Enter a whole number of zero or more.
4. Click that row's Save, then check the refreshed figures.

Add records additional physical units. With 20 on hand and 7 held, adding 3 produces 23 on hand and 16 available. Use it for incoming stock.

set specifies the final Available quantity. With 7 held, setting Available to 3 produces 10 on hand and 3 available. It does not subtract 3 or set the physical shelf count to 3. Setting Available to zero keeps enough On hand recorded for the existing holds.

Use the product or variant inventory editor if you need to review its broader stock setup. Clicking the product name opens the product; the variant label opens the variant where applicable.

Bulk edit stock and SKUs

The Bulk edit modal is a spreadsheet-style editor for the selected location. It has Name, Variant, SKU, and Available columns. Name and Variant identify the row; SKU and Available are editable. Bundle Available cells remain read-only.

1. Select the correct location on Inventory, then click Bulk edit. The modal title includes that location's name.
2. Use Search products or SKU to find rows. Searches start at two characters. The modal has its own search; do not assume it inherits the main table's current search or page.
3. Edit an Available cell with the final sellable count, or edit its SKU. Finish editing the cell, for example by moving focus to another control, so it becomes a pending change.
4. Review the previous-value indicator and use Changed (count) to show the rows you have edited. All returns to the location's loaded rows.
5. Correct validation errors, then click Save changes. Only changed rows are submitted.
6. Review the result. Successful rows are saved; failed rows stay editable with their errors. Correct them and save again if needed.
7. Close the modal and confirm the refreshed main inventory figures.

The 120 is an unsaved example. The original Available quantity is 100. Save changes was not clicked, and the example was discarded.

Available entries must be whole numbers from zero upward. Blank, negative, and decimal values are invalid; clearing a quantity cell does not mean zero. SKU accepts up to 80 characters and can be cleared if no SKU is needed.

Paste, fill, undo, and review

You can select a cell range and paste tab-separated spreadsheet data. Align the pasted columns with SKU and Available; the product and variant columns remain read-only. Review the target rows before pasting because the grid uses their current order.

Use the grid's fill handle to repeat selected values into adjacent rows. This repeats values; it does not add the number to each row's current stock. Paste and fill skip locked bundle quantities.

Undo and Redo work on pending quantity and SKU edits. After a successful save, Undo does not reverse the server update; enter and save a deliberate correction instead. Edits made before changing the modal's search stay pending, so use Changed to review the complete set rather than only the rows currently matching the search.

Save changes is disabled when nothing has changed or a value is invalid. If you close with pending changes, Discard unsaved changes? lets you decide whether to abandon them. Discarding pending edits does not roll back rows that were already saved successfully.

Transfer stock between locations

Use Transfer stock to move available units from the currently selected location to another active location. The action appears when the current location has inventory and another active destination exists.

1. Choose the source location on Inventory, then click Transfer stock.
2. Check the source in the modal title and choose Move to for the destination.
3. Find the variant and enter Units to move. Use All to fill the row with its available quantity.
4. Review the rows and the total on Move … units, then click it to confirm the transfer.
5. Check both locations afterward.

The transfer screen was opened for inspection only. No units were moved.

Only positive available units can move. Committed and Unavailable units stay at the source. Bundle quantities are excluded, and a row with no available units is not offered. A transfer updates both locations together; it is not a change to an order's fulfillment location or a shipment tracking workflow.

For a large transfer, keep each operation to no more than 250 distinct inventory rows and verify the result before continuing with the next group.

Review reservations separately

Click Reservations above the inventory table to open the reservation list. Use it to find what is holding stock. Manual reservations can set units aside for damaged goods, quality control, safety stock, or another reason; order and draft-order holds follow their originating records.

The inventory reservations guide explains the three sources, the stock preview, manual creation and editing, releasing a hold, and why some records are read-only.

Troubleshooting