Control your stock

How to set a product count, what the stock badges mean and where to see every movement.

Every product has a count of units. The badge your customers see comes from it: In stock, Low stock or Out of stock.

Set a new count

1. Open the product from Products.
2. In the stock panel, type the number in New count and, if you like, a note.
3. Press Adjust stock. You will see Count set to N, or The count is already N. Nothing moved if it did not change.

You can also edit stock straight in the products table: press Enter to save and move to the next row.

Threshold and manual badge

• In Settings, on the General tab, the Prices and stock card has the field Low stock at, which sets up to how many units a product shows the low stock badge. With a threshold of 0 that band is not used.
• On the product, Stock badge lets you force the label: Work it out from the count, Always say in stock, Always say low stock or Always say out of stock. The manual label wins over the count.
• With no manual label, 0 or less is Out of stock, up to the threshold is Low stock and above it is In stock.
• If a sold-out product can still be ordered, your products table marks it On backorder. If you pin it as sold out by hand, you will see Out of stock, pinned.

When orders take stock

• The option Take stock when an order is accepted (under Prices and stock) decides whether accepting moves the count. Off, accepting only confirms quantities; it is for shops that keep stock elsewhere.
• A typed count cannot go below zero, but accepting an order can oversell. The products table then shows 0 and N over (with Oversold by N as the hover text), and the product page shows Oversold by N.
• If you change a quantity on an accepted order, stock moves by the difference. If you move the order back to Needs action, everything that was taken goes back.
• Backordered lines move no stock until you supply them: Pending orders and stock.

The movement log

On each product page, Stock movements lists every change, newest first, with columns for when, change, count after, reason, who and order. The reasons are Order accepted, Order reversed, Order edited, Order moved back to Needs action, Order decline undone, Manual and Import. For how orders move, see Manage orders.

The log lives on each product page: there is no screen listing the movements of all products together. To see how much you have sold of each product, use Sales by product, which counts orders that are accepted, being prepared, shipped or completed and can be saved to Excel.