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Inventory

Welcome, Nina! This page is where you keep track of how many of each product you have in stock.

What this is

The Inventory page shows one row for every product variant you sell (a "variant" is a specific version of a product, like "T-shirt — Large" or "Candle — Vanilla"). For each one you can see how many you have, how many are already spoken for by orders, and how many are still available to sell. You can also update the numbers yourself and turn stock tracking on or off.

At the top of the page you'll see a quick summary, for example: "120 variants · 45 tracked · 3 at or below reorder point". That tells you how many rows there are, how many are being tracked, and how many are running low.

How to open it

  1. Sign in to the CMS admin.
  2. In the menu, click Inventory.
  3. The full list of variants appears in a table.

What you can do here

Find a product

  1. Click in the search box near the top (it says "Search by product, variant, or SKU…").
  2. Type any part of a product name, variant name, or SKU.
  3. The table narrows down as you type. Clear the box to see everything again.

Show only low-stock items

  1. Tick the Low-stock only checkbox next to the search box.
  2. The table now shows only variants that have dropped to (or below) their reorder point. These rows are also highlighted in amber.
  3. Untick the box to see all variants again.

Turn stock tracking on or off

  1. Find the variant's row.
  2. Tick or untick the box in the Track column.
    • Ticked = the CMS counts stock for this variant. The "Available" column shows a number.
    • Unticked = stock is not counted. The "Available" column shows the infinity sign ∞, meaning it can always be sold, and the On hand and Reorder at boxes become greyed out.
  3. Click Save (see below) to keep your change.

Adjust how many you have (On hand)

  1. Make sure Track is ticked for that row (otherwise the box is greyed out).
  2. Click in the On hand box and type the real number you have in stock.
  3. Click Save.

The Available number updates automatically once you save (Available = On hand − Reserved).

Set a reorder point (Reorder at)

  1. Make sure Track is ticked.
  2. Click in the Reorder at box and type the number at which you want to be warned you're running low. Leave it blank if you don't want a warning.
  3. Click Save. When the available amount drops to that number or lower, the row turns amber and counts toward the "low stock" total at the top.

On-hand vs reserved

  • On hand is the total you physically have.
  • Reserved is how many are already promised to customers through open orders. You cannot change this by hand — it comes from orders automatically.
  • Available is what's left to sell right now: On hand minus Reserved (never less than zero).

Save or discard your changes

  1. Every box you edit is counted as "unsaved". A note near the top shows how many, for example "3 unsaved".
  2. Click the green Save button to store all your changes at once.
  3. Prefer to throw the changes away? Click Discard instead to reset every box back to the way it was.
  4. After a successful save you'll see a green "Saved 3 rows" message. If something goes wrong, a red message appears and nothing is saved.

Every field explained

Column What it means Can you edit it?
Product / variant The product name, with the specific variant underneath. No
SKU The product's stock code (a short label your shop uses to identify the item). Shows a dash if none is set. No
Track Whether the CMS counts stock for this variant. Yes (tick box)
On hand How many you physically have. Greyed out when Track is off. Yes (when tracked)
Reserved How many are already promised to open orders. Comes from orders automatically. No
Available How many are still free to sell (On hand − Reserved). Shows ∞ when Track is off. No (updates on save)
Reorder at The low-stock warning level. Leave blank for no warning. Greyed out when Track is off. Yes (when tracked)

Common mistakes

Watch out for these

  • Forgetting to click Save. Typing a new number is not enough. Your changes stay "unsaved" until you click the green Save button. If you leave the page first, they are lost.
  • Trying to edit a greyed-out box. If On hand or Reorder at won't let you type, the Track box for that row is unticked. Tick Track first.
  • Trying to change Reserved. You can't edit Reserved by hand — it is set by customer orders. If it looks wrong, check the order that reserved the stock.
  • Expecting Available to change instantly. Available only recalculates after you click Save.
  • Setting a reorder point but leaving Track off. Low-stock warnings only work when Track is ticked.

Still stuck?

We're happy to help. Email developers@kavelsoftware.se and we'll walk you through it.