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Stock levels & adjustments

Stock is tracked per variant (or per product, for products without variants) under Inventory → Inventory in the admin. Each row shows three numbers and a status — and most of the time you won't touch them, because stock moves with your orders automatically.

The three numbers

NumberWhat it means
TotalUnits physically on hand.
ReservedUnits claimed by open orders — counted, but not sellable.
AvailableTotal minus Reserved — what customers can actually buy.

Your storefront sells against Available, so a popular product can be "in the warehouse" but not buyable while open orders hold it.

Stock moves with orders — automatically

  • Order placed → the ordered units move from Available to Reserved.
  • Order cancelled → its reserved units move back to Available.
  • Order fulfilled → the units leave Total and Reserved entirely — they've shipped.

You never adjust stock to reflect an order; that's handled for you.

Adjust stock by hand

Use Adjust on a row for everything orders don't cover — receiving a shipment, cycle counts, damage, shrinkage:

  • Enter a change amount: positive to add units, negative to remove them (zero isn't accepted).
  • Enter a reason (required) — "received PO #1234", "damaged unit". It's recorded in the audit log, so there's always a paper trail for who changed stock and why.

An adjustment moves Total and Available together; it never touches Reserved. You can't adjust below zero — if a removal would leave less Available than zero, it's rejected and nothing changes.

Low-stock thresholds

Each row has its own threshold — so a fast-moving variant can alarm at 20 while a slow one alarms at 2:

  • When Available falls to or below the threshold (but above zero), the row's status becomes Low stock.
  • Set the threshold to 0 to turn the low-stock signal off for that row.

What the statuses mean

  • In stock — Available is above the threshold.
  • Low stock — Available is at or below the threshold (and above zero).
  • Out of stock — Available has run out (zero or below); customers can't buy it. This is also what lets shoppers ask to be notified — see Low-stock & back-in-stock alerts.

Who can do this

Owners and Admins can adjust stock and set thresholds in the admin, and so can Staff granted the Inventory permission group — once granted, the adjust and threshold controls unlock for them. Staff without the group see inventory read-only. See Team & permissions.

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