Manage product inventory

  • Updated

Product inventory is typically controlled by integration with an ERP. If you perform refresh jobs to update inventory, you can use the Warehouses tab for products to show which products are stocked in a particular warehouse or not and this feeds the inventory availability messaging. If you use real-time inventory, the system makes calls to the ERP. See Inventory Management and Availability Messaging for more about messaging options.

Updating product inventory

These directions will show you how to manually add or subtract inventory from a product in case the need would ever arise.

  1. Go to Admin Console > Catalog > Products.
  2. Click Edit for the desired Product.
  3. Click the Warehouse finger tab.
  4. Click Edit of the desired Product.
  5. Update the new inventory count in the ERP Qty Available field. If you set the Track Inventory toggle to Yes for this product, then the Qty On Order increases and Total Qty Available shows the difference between these field values.
  6. Click Save.

Discontinued products

For record-keeping reasons, deleting a product is not recommended. Instead, if a product is no longer available, simply mark the product as "discontinued." A product marked as discontinued can be ordered until inventory reaches 0. After that, the product cannot be ordered and will not be visible on the site.

This is different than the Deactivate Date on a product, where the product is no longer visible on the site once it reaches a certain calendar date.

  1. Go to Admin Console > Catalog > Products.
  2. Click Editfor the desired Product.
  3. On the Details finger tab, scroll down to the Inventory & Fulfillment section.
  4. Click Discontinued, so it displays Yes, indicating the product is no longer available.

If a product is marked as discontinued, it will display on the site until all the inventory is gone. Once a discontinued product is out of stock, it will automatically redirect to the replacement product if one is made available. Go to Administration > Site Messages and search for "discontinued" to search for and update related site messages.

Replacement products

If a product has been marked as discontinued and a replacement product exists, it can be assigned on the Product page.

  1. Go to Admin Console > Catalog > Products.
  2. Click Edit for the desired product.
  3. On the Details finger tab, scroll down to the Inventory & Fulfillment section.
  4. Select the Replacement Product from the menu.

Add a Stocked flag to a product or warehouse

You can show that products are stocked at the product level or warehouse level, but not both.

To show that a product is stocked at the product level:

  1. Go to Admin Console > Catalog > Products.
  2. Click Edit for the desired product.
  3. On the Details finger tab, scroll down to the Inventory & Fulfillment section.
  4. Toggle Stocked at Product Level to On. 
  5. Click Save.

If Stocked at Product Level is toggled On, then Stocked at Wearhouse Level must remain Off for the product. If you select On for Stocked at Wearhouse Level, then Stocked at Product Level will automatically toggle Off and you will not be able to select it unless you toggle Stocked at Wearhouse Level back to Off.

To show that a product is stocked at the warehouse level: 

  1. Go to Admin Console > Catalog > Products.
  2. Click Edit for the desired product.
  3. On the Warehouses finger tab, click Edit for the desired product warehouse.
  4. Toggle Is Stocked to On.
  5. Click Save.

If you toggle Stocked at Product Level to On on the Details finger tab, then the Is Stocked toggle on the Warehouses finger tab will automatically toggle Off and will not be selectable.