Inventory lists everything you post and count, with what’s left to sell. Each sale takes one off by itself, and a cancelled or refunded order can put it back. Downloads and things made to order never run out, so they aren’t counted.
The stock overviewLink to The stock overview
In your back office: InventoryThe top of Inventory shows Units in stock across everything you count, Running low (at or under its warning level), Out of stock, and Waiting for restocks: people who asked to hear when something is back. Press Running low or Out of stock, or the tabs, to see just those.
Each item shows its Stock, its Warn at level and where it stands: In stock, Low stock, Out of stock and Out, taking orders. Search finds a product, an option or a code.
Changing one numberLink to Changing one number
In your back office: InventoryPress Adjust beside it. Choose Add or take away (type 20, or -2) or Set the count to what’s there now. Pick Why?: Restock, Correction, Sold, Return and Damaged or lost. Add a Note if you like, then press Save.
Sold something in person, at a fair or a market? Take it away with Sold as the reason, so your shop doesn’t sell what you no longer have.
Stock history and recent changesLink to Stock history and recent changes
Press History beside an item to see each change to its count, newest first, with how many were left after it, who made it and a link to the order. The Recent changes tab shows the latest 100 across the whole shop.
Stock held while someone pays comes and goes, so Recent changes leaves it out. An item’s own history shows it as Held at checkout and Released.
Counting your shelvesLink to Counting your shelves
In your back office: Count stock- Step 1: Press Count stock.
- Step 2: Type what you can sell beside anything you’ve counted, and leave the rest blank. Leave out anything sold and not posted yet, or held while someone pays: each item says how many.
- Step 3: Press Save counts. Anything that sold while you counted is still taken off.
Press Enter to jump to the next box, so a whole shelf goes in without the mouse. Only show what’s changing hides the rest, and a Note for the history goes with every change you save.
Filling counts from a spreadsheetLink to Filling counts from a spreadsheet
In your back office: Count stock- Step 1: On Inventory, press Download. You get a CSV file of everything you count.
- Step 2: Open it in any spreadsheet app and change the stock column, and warn_at for warning levels if you like. Leave the other columns alone.
- Step 3: Save it as a CSV, then go to Count stock and press Fill from a spreadsheet.
- Step 4: The changes fill in, and anything that couldn’t be matched is listed above. Check them, then press Save counts.
Your own spreadsheet works too, as long as it has a sku or variant_id column and a stock column. Rows that don’t match anything in your shop are left out and listed.
Items held while someone paysLink to Items held while someone pays
When someone starts paying, the items in their basket are set aside for a while, so nobody else can buy the last one from under them. Inventory shows them under the count, like +1 held. If the buyer doesn’t finish in time, they go back on sale by themselves.
How long they’re held is Hold items for, in Settings, Checkout. When you count stock, leave out held items and things sold but not posted yet: Count stock lists both under each item.
Low stock warningsLink to Low stock warnings
New products start without a warning, so a one-off piece isn’t flagged as soon as it’s added. Set a level in Adjust with Warn me when it gets down to, for one item, or tick Use this for all to give every option of that product the same level. Or press Warnings to set one for everything: Change the ones that already have a warning too decides whether levels you’ve set stay as they are.
In Warnings you also choose how you hear: After a sale, Each morning and No emails. Low stock always shows on Inventory and your dashboard.
Things you don’t countLink to Things you don’t count
In the product’s Stock, postage and sale price, or a version’s details, switch off Count my stock. It’s always available, never sells out and leaves Inventory, and Products shows it as Not tracked. Things made to order work like this by themselves.
Keep selling when it runs outLink to Keep selling when it runs out
With Count my stock on, switch on Keep selling when it runs out. When the count reaches 0, people can still order it, and Inventory shows it as Out, taking orders. If you always make it after it’s ordered, made to order gives buyers dates that allow for the making.
When something is backLink to When something is back
Buyers can ask to be told when something sold out is back. Inventory shows how many are waiting for each item, and Waiting for restocks adds them up. They get one email when the option they wanted can be bought again, whether you restock it with Adjust, Count stock or the product itself. Switch these emails off in Automations.