Checking and correcting stock levels

The Inventory page lists the stock you hold for every product and variant, at every location. From one page you can see what customers can buy, what is held for orders, and what is on its way in. You can also correct a count and read the record of every change.

Considerations

• Each row is one product or variant at one location. A product held in two places has two rows.
• Orbit works out Available for you. You cannot type a figure that ignores committed or unavailable stock.
• A change you make in the table is only staged. Nothing reaches your storefront until you click Save changes.
• A saved change cannot be undone. To fix a mistake, make another adjustment.
• To turn stock tracking on or off for a product, use the product editor. See Tracking stock and allowing backorders.

What the columns mean

• Product: the product name, with the variant name under it.
• SKU: the code that identifies the item.
• Location: where this stock is held.
• Unavailable: stock you hold but cannot sell, such as damaged items or stock on hold.
• Committed: stock reserved for orders you have not fulfilled yet.
• Available: stock customers can buy right now. On Hand minus Committed minus Unavailable.
• On Hand: everything physically at the location, including committed and unavailable stock.
• Incoming: stock on its way from a purchase order or a transfer.

Point at any of the five quantity headers to see the same explanation on screen. Some plans also show a Bin column, which holds the shelf position within the location.

Find an item

1. From your Orbit dashboard, go to Products > Inventory.
2. Type a product name, SKU or barcode in the search box.
3. To see one place only, choose it from All locations.
4. To see items running low, click Low stock ≤ 10. The list then shows only items with ten or fewer available. Click it again to clear it.
5. To change the order, use the sort button. You can sort by Date Created, Last Updated, Available Quantity or On Hand Quantity.

Correct a stock count

Use this when you have counted the shelf and the number in Orbit is wrong.

1. From your Orbit dashboard, go to Products > Inventory.
2. Find the row for the product and the location.
3. Point at the row. An arrow appears beside the Available and On Hand numbers.
4. Click the arrow beside Available.
5. Under Mode, click Set to replace the number with your count. Click Add to change it by an amount instead, such as -5.
6. In Quantity, type the number. A line below shows the current figure and the new one.
7. Click Reason and choose why it changed, such as Count.
8. Click Save. The row shows the new number. An orange bar replaces the column headings and reads 1 item with unsaved changes.
9. Click Save changes. Orbit confirms with Inventory adjusted.

You can change On Hand the same way, or type a new number straight into either box.

Warning: Discard changes puts the old numbers back, but only before you click Save changes. Once saved, a change stays in the record. Correct it with another adjustment.

Reasons you can choose

• Count: a stocktake found a different number.
• Correction: a previous entry was wrong.
• Damaged: stock was broken or spoiled.
• Received: stock arrived and was put away.
• Return restock: a returned item went back on the shelf.
• Theft or loss: stock went missing.
• Promotion or donation: stock was given away.

Change unavailable stock

Unavailable stock stays in your On Hand figure, but customers cannot buy it.

1. Point at the row and click the arrow beside Unavailable.
2. Under Type, choose Adjust unavailable to change the amount held back, or Move to available to put stock back on sale.
3. Under Mode, choose Add or Set.
4. Choose a Category: Damaged, Quality control, Safety Stock or Other.
5. Type the Quantity, and add Notes if it helps.
6. Click Save, then click Save changes in the orange bar.

Note: Reports group unavailable stock by category. Picking the right one keeps your damage and quality figures useful.

Update several items at once

1. Tick the box at the start of each row you want to change. The heading row now shows how many you picked.
2. To cover every item that matches your filters, click Select all in store.
3. Click Update quantities. The Update On hand quantities window opens and lists what will change.
4. Choose Add or Set, then type the Quantity.
5. Click Save.

Warning: Select all in store covers every item matching your current filters, not only the page you can see. Check the filters and the quantity before you save.

View the movement history

1. Find the row for the product and location.
2. Click the three dots at the end of the row.
3. Choose View history.

The Movement History window lists every change, newest first. Each row shows the Date, the Type of movement, the Quantity, the Previous and New figures, a Reference, your Notes and who made the change under By. Movements are one of Adjustment, Order, Return, Stock In or Stock Out. Use Movement Type to show one kind, or Export to download the list as a CSV file.

Related guides

• Managing inventory
• Setting up stock locations
• Moving stock between locations
• Importing and exporting stock with a CSV