Inventory

On hand, available, committed and incoming stock

Inventory tracks the physical stock you hold, per SKU. Products that share a SKU draw from the same stock. Inventory and Purchase orders are two tabs of the same screen.

To track inventory for pre-decorated products, you should update the SKU for those products to be separate from the supplier SKU. For example, 3001-STANFORD instead of 3001 for a pre-decorated Stanford tee.

The four numbers

Number	What it means
On hand	Your physical shelf count. Available plus committed
Available	Free stock that new orders draw from
Committed	Stock already allocated to incomplete orders
Incoming	Stock on open purchase orders

An item needs purchasing when incomplete orders aren’t covered by available or incoming stock. Itemstores works that out across every open order, which is why you create one purchase order instead of checking orders one at a time.

The cards across the top total On hand, Available, Needs purchasing and Incoming for the whole business.

Finding what to buy

Filter the table with All, In stock, Out of stock or Needs purchasing. A row that needs buying carries a red Needs purchasing badge in its Status column, and the count appears in a column of its own. In stock means available stock, not on hand, so a SKU whose whole shelf is committed reads as out of stock.

New purchase order is on this page, so you can go straight from the shortfall to ordering it.

Sizes and colors

Expand a row to see its variants. A product with exactly two attributes lays them out as a grid, colors down and sizes across. Anything else lists the variants instead. The large number in each cell is on hand. The small colored numbers beside it follow the legend: amber for committed, red for needs purchasing, blue for incoming, and each one appears only when there is something to show.

Changing a quantity

To correct stock you already hold, edit On hand directly. Select the pencil beside a quantity and type the new number. A SKU with a single variant is edited on its row; a SKU with several is edited per variant in the expanded grid.

Entering a number below the Committed count opens Set on hand below committed?. Confirming with Update on hand takes the missing units back from the most recent orders, which may move them back to needs purchasing if the shortfall isn’t covered by incoming purchase orders.

Raising the number allocates the new stock to your oldest open demand first, so typing the old number back does not put the units back on the orders that lost them.

Hover a cell and select the clock icon to open that item’s Stock history, so you can see what moved the number before you change it, and what your own adjustment did after.

Editing On hand is for stock you already have. Stock arriving from a supplier should come in through a purchase order instead, so it counts as incoming until it lands.