Inventory Management

Track stock levels for physical products and limited edition items.

What is Inventory Management?

Inventory management lets you:

• Track product stock quantities
• Prevent overselling limited items
• Display stock status to customers
• Receive low stock alerts
• Manage product availability automatically

When to Use Stock Tracking

Stock tracking is ideal for:

• Physical merchandise with limited quantities
• Limited edition digital items
• Seasonal products
• Pre-order items with caps
• Products with supplier limits

Digital Products

Most digital products (ranks, permissions, currency) don't need stock tracking. Leave stock tracking disabled for unlimited digital items.

Enabling Stock Tracking

For New Products

1. Go to Products > Add Product
2. Scroll to Inventory section
3. Toggle Stock Management on
4. Enter Stock Quantity
5. Save product

For Existing Products

1. Go to Products
2. Click product to edit
3. Find Inventory section
4. Enable Stock Management
5. Set current quantity
6. Save changes

Stock Status Indicators

The system automatically categorizes products based on quantity:

Status	Condition	Badge Color	Customer View
In Stock	Quantity > 10	Green	"Add to Cart" button enabled
Low Stock	Quantity 1-10	Yellow	"Only X left!" warning shown
Out of Stock	Quantity = 0	Red	"Out of Stock" badge, button disabled
Unlimited	No tracking	Gray	No quantity restrictions

Viewing Inventory

Inventory Dashboard

Access your inventory overview:

1. Go to Products > Inventory
2. View real-time statistics:

Metric	Description
Total Products	All products in your store
In Stock	Products with quantity > 10 or unlimited
Low Stock	Products with 1-10 items remaining
Out of Stock	Products with 0 quantity

Product List

The inventory table shows:

• Product name
• SKU (if set)
• Current stock quantity
• Status indicator
• Quick update actions

Managing Stock Levels

Manual Updates

Update stock for individual products:

1. Go to Products > Inventory
2. Click Update Stock next to product
3. Enter new quantity
4. Save

Bulk Orders

When adding new stock shipments, update quantities to reflect your new total inventory (not the amount added).

Automatic Deduction

Stock automatically decreases when:

• Customer completes purchase
• Order payment is confirmed
• Order status set to "Completed"

Stock increases back when:

• Order is refunded
• Order is cancelled
• Chargeback is reversed

Setting Stock to Zero

To temporarily disable sales:

1. Set stock quantity to 0
2. Product shows "Out of Stock"
3. Customers cannot purchase
4. Product remains visible on store

Disabling vs Out of Stock

Setting stock to 0 shows "Out of Stock". Disabling the product removes it entirely from the storefront.

Customer-Facing Features

Stock Warnings

Customers see stock indicators:

High Stock (>10)

• No warning shown
• Normal purchase flow

Low Stock (1-10)

• "Only X left!" badge
• Urgency indicator
• Purchase still allowed

Out of Stock (0)

• "Out of Stock" badge
• Add to cart button disabled
• Cannot complete purchase

Quantity Limits

When stock tracking is enabled:

• Maximum cart quantity = current stock
• Cannot add more than available
• Real-time validation at checkout

Low Stock Management

Monitoring Low Stock

Check low stock products:

1. Go to Products > Inventory
2. View Low Stock metric (yellow)
3. Review products with 1-10 remaining

Dashboard Alerts

Low stock products appear in:

• Main dashboard alerts
• Inventory overview
• Product list filters

Set Reorder Points

Create a mental note or spreadsheet of your "reorder points" - when to buy more stock. For example, reorder when quantity drops below 5.

Best Practices

For Physical Products

• Enable stock tracking for all physical items
• Update inventory when shipments arrive
• Monitor low stock regularly
• Set buffer quantities for processing time
• Account for damaged/returned items

For Digital Products

• Don't track stock for unlimited items (ranks, permissions)
• Do track stock for limited edition items
• Do track stock for license keys from suppliers
• Use stock tracking for pre-order caps

Inventory Accuracy

• Regular audits of stock levels
• Update immediately after receiving stock
• Account for damaged goods
• Track returns and refunds
• Reconcile monthly

Customer Communication

• Display stock status prominently
• Show exact quantity when low (under 10)
• Don't show exact high quantities (security)
• Update product descriptions when restocking

Preventing Overselling

The system prevents overselling through:

Real-Time Validation

• Stock checked at cart addition
• Re-validated at checkout
• Locked during payment processing
• Released if payment fails

Concurrent Purchase Protection

• Database-level quantity locking
• Prevents race conditions
• First-come, first-served basis
• Failed transactions release stock

High-Demand Items

For extremely popular limited items (drops, sales), stock can sell out in seconds. The system handles concurrent purchases safely but customers may see "out of stock" if they're too slow.

Troubleshooting

Stock Not Updating

Problem: Stock quantity not decreasing after orders

Solutions:

• Verify order status is "Completed"
• Check if stock tracking is enabled for product
• Confirm payment was successful
• Look for failed delivery (doesn't affect stock)

Negative Stock Showing

Problem: Product shows negative quantity

Solutions:

• Check for manual order creation
• Review refund/cancellation processing
• Verify no direct database edits
• Contact support if issue persists

Customer Cannot Purchase In-Stock Item

Problem: "Out of Stock" shown but inventory shows quantity available

Solutions:

• Check product status (must be enabled)
• Verify product is published
• Clear storefront cache
• Check customer's cart for held quantity

Stock Deducted for Pending Orders

Problem: Stock decreased but payment still pending

Expected Behavior:

• Stock is reserved during checkout
• Released if payment fails/expires
• Prevents overselling during payment processing
• Automatic cleanup after 15 minutes

SKU Management

What is a SKU?

SKU (Stock Keeping Unit) is a unique identifier for products:

• Internal tracking code
• Helps organize inventory
• Optional but recommended for physical products

Setting SKUs

1. Edit product
2. Find SKU field in basic info
3. Enter unique code
4. Save product

SKU Best Practices

• Use consistent format (e.g., SHIRT-RED-M)
• Include category prefix (MERCH-, RANK-, etc.)
• Add size/variant codes
• Keep under 20 characters
• No special characters

Unlimited Stock

Disabling Stock Tracking

For products without quantity limits:

1. Edit product
2. Find Inventory section
3. Toggle Stock Management off
4. Save product

Result:

• No quantity restrictions
• No stock warnings
• Unlimited purchases
• Status shows "Unlimited"

When to Use Unlimited

• Digital products (ranks, perms)
• Automated delivery items
• Services without capacity limits
• Subscription products

Related Features

• Products - Creating and managing products
• Orders - Order processing and fulfillment
• Print on Demand - Merch without inventory
• Dashboard - Store overview and metrics