Manage physical product stock

Open Admin > Products and choose Manage inventory from a product's row actions. To change many products in one save, see Record stock changes.

Choose whether to track stock#

For drinks, prepared food, or other items you do not count, find the product in Admin > Products. From its row actions, select Edit details, turn off Track stock under Selling, then select Save Changes. Track stock starts on. Turning it off does not remove variants or change previous sales. Keep real size or colour variants when buyers need to distinguish them.

• Track stock on: a sale needs a stock row with enough quantity. Online checkout and web POS refuse a sale when stock is short.
• Track stock off: sales do not check or reduce stock quantities. A plain product with no variants can sell without a stock row. Existing size or colour variants stay in place, and customers or staff still choose the variant they are buying, even when its quantity is zero.

These instructions apply to the web POS. The Naayya POS app needs its own update to sell items without a stock row.

Add variants and change stock#

With Track stock on, the creation dialog requires at least one complete variant. With it off, variants are optional. Keep them when customers or staff need to choose a size or colour. Each row has:

• Type, such as Size or Colour.
• Value, such as Small or Blue.
• Qty, the quantity for that variant.

A quantity of zero is allowed.

In the product list, a row shows the total stock across its variants. It can also show Low stock at one to five units, Out of stock when variants total zero, or No variants when none have been added.

To maintain stock after creation:

1. Find the product in Admin > Products.
2. Open its row actions and select Manage inventory. If it has no variants, the dialog is titled Setup Variants & Stock.
3. Select Add Variant, enter a Variant Key and Variant Value, and select Add Variant.
4. Enter the Initial Stock Quantity, then select Create Inventory.
5. Edit Stock Quantity directly in the inventory table when a quantity changes. Use the delete action to remove an inventory variant.

If the stock changed after you opened the dialog, for example through a sale or a move, your edit or delete is not saved. The table shows the current quantity. For an edit, select Set to with your number to save it against the current quantity.

Stock at more than one location#

This section applies only when your business has more than one active location. With one location, all stock is kept there and none of these options appear, unless some stock is left at a location you have closed.

Each stock row belongs to one location. Owners and managers can say where stock is kept and move it.

Say where new stock is kept

When you create a product, the Inventory step shows Where is it kept? once you add a variant. Choose the location before you select Create; all the variants you add there are kept at that location.

To add stock to an existing product:

1. Open Manage inventory for the product and select Add Variant.
2. Under Where is it kept?, choose the location. The form starts on the location you used last. If it starts empty, choose a location before you continue.
3. Enter the Initial Stock Quantity and select Create Inventory.

To keep the same variant at a second location, add the variant again and choose the other location. If the variant shows Not placed yet, place it first. Each location has its own row and its own quantity. The inventory table shows a Location column.

Place stock that has no location yet

If your business already had several locations before stock could be kept per location, the stock you had then shows Not placed yet in the Location column. It keeps selling everywhere until you place it.

While some stock has no location, the Products tab shows Tell us where this stock is kept.

1. Under Place all at, choose a location.
2. Select Place stock.

All stock without a location is placed at that location. No quantity changes. You can dismiss the note. It then folds to one line, Some of your stock has no location yet, with Place it to open it again.

Move stock between locations

Move appears on a stock row once two of your locations hold stock, when the row has a location and a quantity above zero.

1. Open Manage inventory and select Move on the row.
2. Choose the location under Move to.
3. Enter How many, then select Move.

You cannot move more than the row holds. The quantity leaves one location and arrives at the other in one step, and the product's total stays the same. A product with Track stock off has no counted quantity, so it cannot be moved.

Stock left at a location you have archived or switched off shows A closed location in the Location column. It still sells in the online shop. Move is available on those rows whenever you have an active location, so you can move the stock there. If the move is refused because the stock changed in the meantime, refresh the page and try again.

In the online shop

The online shop sells stock from all of your locations. A variant kept at two locations appears once for each location, with that location's quantity.

An order that is shipped takes the stock the customer chose. An order the customer collects takes the stock of the pickup location:

• If the stock the customer chose is kept at the pickup location, has no location yet, or was left at a closed location, the order takes it.
• If it is kept at another location, the order takes the same variant's stock at the pickup location instead.
• If the pickup location does not keep that variant, or holds too few, checkout stops before payment with Some items are not in stock at this pickup location. Choose another pickup location or delivery.

A product with Track stock off is not checked this way.

At the POS

When a product is kept at more than one location, the web POS lists a row for each location and shows the location name on it. Select the row for the stock you are handing over. A POS that is set to a sales point lists the stock that sales point sells: the stock kept at its location, stock that has no location yet, stock left at a closed location, and products with Track stock off. A sale or a tab at that sales point takes only that stock. If an item in the cart is kept at another location, the sale is refused with An item in this cart is kept at another location. Remove it and choose it again from this sales point. A sale made with no sales point is not checked this way.