General
Products can be stock tracked, but it requires few settings from the admin users. To make the tracking possible, it is necessary to make the purchase and sales order or invoice states affect the product stocks first and activate the required fields. In this guide, we go through what settings are required for the stock tracking functionality to work properly.
Fields
Stock tracking requires two fields to be active: Is Stock Tracked and Combined stock amount (see picture below). The first one is used to enable/disable stock tracking, while the latter one should be used as a read-only field that displays the amount of product in stock.
There is also an optional Qty/Unit field that can be used to determine how many products one unit contains. Every sold/bought unit then decreases/increases the Combined stock amount by the quantity set in this field.
Fields Qty in stock and Reorder level should not be active since they belong to deprecated functionalities and do nothing in the current version of the system.
Settings
In order for orders and invoices to affect stocks, you need to go to Settings → Additional Settings. In the Row level functions section, you will find settings for how states of Sales Orders, Purchase Orders and Invoices affect the stock quantity of the product (see picture below).
It is not possible to use Sales Order States and Invoice States at the same time.
Check the statuses that should affect the stock of the products by the quantity of products in the Sales Order/Purchase Order/Invoice. All the other statuses will not affect the stocks: if for example an approved sales order is later set as cancelled, the stock of the product will increase by the amount of that sales order.
Stock Tracking Settings – Frequently Asked Questions
Why I cannot use Sales Order and Invoice States at the same time to track stock?
In most cases Sales Orders are used to create Invoices, so to keep the process precise it is not possible to activate both options. Otherwise every invoiced Sales Order would decrease the stock amount twice, once when the Sales Order reaches set status and second time when Invoice reaches set status.
Is the stock tracking fully automated process?
After the stock tracking is set, the Sales Orders/Invoices/Purchase Orders affect the stock automatically. Changes to the number of products through integrations are not automatically recorded in the stock tracking. However, it is always possible to adjust the amount of stock manually if needed.