• Topic 主题 トピック Topic Topic
  • Sign in

Managing Inventory

 

Inventory refers to the quantity of goods stored in a warehouse. You can set different inventory levels for each variant of a product, indicating the quantity that is available for sale.

SHOPLINE’s Inventory module helps you with the following operations:

  • Managing the inventory for different locations, which can be divided into different statuses.
  • Configuring whether to continue to sell products when out of stock. When turned off, the products are not allowed for overselling.
Note: The inventory operations on the SHOPLINE app and web page are interconnected, including settings and data.

 

In This Article

 


 

Inventory Tracking Settings

To help you view and maintain an accurate inventory of your products, SHOPLINE supports you to track their inventory.

To set up product-level inventory tracking, follow these steps:

  1. From your SHOPLINE admin panel, go to the Product module and either add a new product or select an existing one to access its details page.
    1.1.png
  2. On the product details page, scroll down to the Inventory section and check the Track quantity with orders box. For products with multiple variants, check the Track quantity with orders box from the variant row.
    1.2.png

 


 

Inventory Statuses

To help you maintain accurate inventory in the SHOPLINE admin panel, the system assigns inventory statuses to products, ensuring you have the latest information about your products and allowing you to make strategic decisions regarding orders and inventory management.
2..png

The Inventory section under the Products module displays columns for the following inventory statuses:

  • On-hand: On-hand inventory refers to the total quantity of products you have stored at a specific location. It is the sum of Committed, Unavailable, and Available inventory. You can edit the on-hand quantity in the SHOPLINE admin panel. When you edit the on-hand quantity, the available quantity will be adjusted accordingly. For example, if you have 20 pieces of a T-shirt in your warehouse, the on-hand quantity for this product is 20.
  • Available: Available inventory refers to inventory that is available for sale. It has not been allocated to any orders or reserved for draft orders or any other sales channels. It also does not include any incoming inventory. You can edit the available quantity in the SHOPLINE admin panel. When you edit the available quantity, the on-hand quantity will be adjusted accordingly. For example, if you have 20 T-shirts and none of them have been assigned to any orders, the available inventory for this product is 20.
  • Committed: Committed inventory refers to the quantity of products that have been allocated to orders but have not yet been shipped.
    For example, if you have 20 T-shirts in on-hand inventory and 2 of them have been sold. After the order is generated, the committed inventory for this product will be 2, and the available quantity will decrease to 18. The onhand quantity remains unchanged (20).
  • Unavailable: Unavailable inventory refers to the quantity of products reserved for draft orders or other scenarios. For example, you may reserve some of the products for customers or keep some as reserve.
    Once you allocate an unavailable quantity, the available quantity will decrease by the same amount.
  • Transfer: Transfer inventory refers to inventory that is on the way to be transferred to this location. It can't be sold until it is received. After it arrives, the status will automatically change to Available and the received quantity will be included in the available quantity, which adds up to on-hand inventory. For example, if your warehouse has 10 pieces of a T-shirt available for sale, and you are going to transfer 2 pieces to this location. The incoming quantity for this product at this location is 2. After receiving the items, the available quantity for this T-shirt at this location will be 12, and the incoming quantity will become 0.

 


 

Viewing and Modifying Inventory Quantities

Both the product details pages and the Inventory page provide a view of your inventories. If you have set inventory levels of a product for multiple locations, you can switch between different locations to view the inventory data in different locations. Please note that if you haven't set inventory levels for a product in a particular location, the inventory data for that product will not be displayed when you switch to that location.

To modify the inventory quantity, please follow the steps below:

  1. From your SHOPLINE admin panel, go to the Product module and click on a specific product.
    3.1.1.png
  2. On the product details page, scroll down to the Inventory > Store locations area. Hover over the quantities of inventory statuses (Available or On-hand) for a location, and an edit icon appears. Clicking on it will provide options to modify the inventory quantities: Modify based on current inventory or Modify to specified inventory. Choose one of the options and enter the value. Click Confirm.
    3.1.2.png
  3. Click Edit locations to switch between different locations and update their respective inventory quantities. You can also select multiple locations to enter inventory quantities at once. Click Update.
    3.1.3.1.png
    3.1.3.2.png

If you want to modify the inventory quantities for products with multiple variants, you can do it this way:

  1. From your SHOPLINE admin panel, go to the Product module and click on a specific product.
  2. On the product details page, scroll down to the SKU list area. Select the product variants you need by checking the box, and then click the Modify the inventory button that appears to edit the quantities.
    3.2.2.png
  3. In the pop-up window that appears, choose the location where you want to modify its inventory. Click Continue.
    3.2.3.png
  4. Choose one of the options to modify the inventory quantities: Change to a specified inventory quantity or Adjust according to the original inventory.
    3.2.4.png
  5. Click Confirm, and then click Update on the product details page to save the settings

If you want to bulk edit the inventory quantities for multiple products or variants, you can do it this way:

  1. From the SHOPLINE admin panel, go to Products > Inventory.
  2. If you have multiple locations, select a location from the dropdown in the upper right corner.
  3. The Inventory page displays items on an SKU basis (each SKU occupies one row). Select the items you need, and click Change inventory strategy that appears.
    3.3.3.png
  4. Choose one of the options to modify the inventory quantities: Set as, Add, and Reduce. Once finished, click Update.
    3.3.4.png

    Tip: On the Inventory page, you can also modify the Available or On-hand inventory quantity for any line item directly. When you modify one of them, the quantity of the other inventory status will be automatically adjusted in the same amount. 

 


 

Exporting or Importing Inventory Data Using CSV Files

You can export a CSV file that contains the inventory quantities for each of your locations. This exported CSV file can be used as a template to update the inventory. Then, you can import the CSV file to update the inventory of your SHOPLINE store and display the latest inventory quantities of your products in each location.

Note: 
  • If your store has multiple locations, don't use the CSV file for Products to export or import inventory quantities. Instead, use the CSV file for Inventory.
  • SKUs with the Track quantity with orders configuration disabled will not be exported.

 

Exporting Inventory CSV Files

To export an inventory CSV file, follow the steps below:

  1. From your SHOPLINE admin panel, go to Products > Inventory.
  2. Click on Export at the top.
    4.1.2.png
  3. In the pop-up window, select the range of product variants to export: All variants, Selected variants, or All results.
  4. Select the location from which you want to export its inventory. You can specify whether to export data from all locations or only from a specific location if you have multiple locations.
    4.1.4.png
  5. Click on Export.

Importing a CSV File to Update Inventory Quantities

To update inventory levels using a CSV file, first export the CSV file as a template. The CSV file is SKU-based so you can easily identify products and variants. Only edit the inventory quantities in the location column.

To update inventory quantities with an imported inventory CSV file, follow the steps below:

  1. Open the exported CSV file in a spreadsheet program. Since opening the CSV file in Office Excel may result in encoding issues, we recommend opening the file in WPS. To resolve the encoding issues, refer to Solutions to Garbled Characters in Exported Tables.
  2. Update the inventory quantities for the line items. The numbers entered can be positive, negative, or zero. You can also leave it blank, or enter "Not stocked" to indicate that the product has never been stored at that location. Please note that If you are using the newest version of the Inventory CSV file, modify your inventory values in the On-hand column.
  3. If the line item belongs to a location that you don’t want to update its inventory, delete the entire row, including the handle.
  4. Save the CSV file. Go back to the Inventory page, click on Import inventory at the top, and upload or drag and drop the saved CSV file. Ensure that your CSV file is formatted correctly. Any incorrect field information in the CSV file will be skipped without providing error messages. Please provide the information within the CSV file according to the guidelines. 
Note: Do not use the SHOPLINE Products CSV file to import inventory quantities as the system doesn’t recognize it. Instead, use the exported Inventory CSV file.

 


 

Understanding the Fields in the CSV Files

The inventory CSV file has been redesigned to match the latest features of the Inventory module. SHOPLINE still supports importing the old version to update inventory quantities. However, the exported CSV file will follow the new format.

The newest version of the inventory CSV file contains the following columns:

Column Name Description
handle Handle is the unique identifier for each product. It can include letters, hyphens, and numbers, but not spaces. The handle is used in the URL of each product.
Title

Title helps you identify the products.

If you fill a value in this field, It does not affect the original title information of the product when importing.

This column is optional but should not be deleted.

Option1 name

If products have multiple attributes, each combination of the attributes is called a variant. For example, a T-shirt product can be offered at different sizes and colors. Size and color are the attributes. Enter the name of the first attribute for the variant here.

Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row information indicates. If they are missing, the row information will be invalid.

Option1 value

For products with multiple variants, each variant corresponds to a specific combination of attributes. Enter the value of the first attribute for the variant here.

Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row information indicates. If they are missing, the row information will be invalid.

Option2 name See Option1 name.
Option2 value See Option1 value.
Option3 name See Option1 name.
Option3 value See Option1 value.
Option4 name See Option1 name.
Option4 value See Option1 value.
Option5 name See Option1 name.
Option5 value See Option1 value.
SKU

SKU helps you identify the variants.

If you fill in this field, It does not affect the original title information of the product when importing.

This column is optional but should not be deleted.

Location

The name of the locations. This field is case-sensitive and must match the name of one of your locations.

The inventory for each location will be displayed in separate rows. 

For each variant, include each location where you want to update the inventory on separate rows. Delete any other location rows where you don’t want to update its inventory.

Incoming This field refers to the inventory being transferred to this location. Incoming inventory is not available for sale until it is received.
Unavailable This field refers to the quantity of products reserved for draft orders or other business scenarios. It is not available for sale.
Committed It refers to the quantity of products assigned to orders that have been created but not shipped yet.
Available It refers to inventory that can be sold.
On-hand It refers to the quantity of products at a specific location. It is the sum of Committed, Unavailable, and Available inventory. The value can be positive, negative, or zero.

 

The old version of the inventory CSV file contains the following columns:

Column Name Description
handle Handle is the unique identifier for each product. It can include letters, hyphens, and numbers, but not spaces. The handle is used in the URL of each product.
Title

Title helps you identify the products.

If you fill a value in this field, It does not affect the original title information of the product when importing.

This column is optional but should not be deleted.

Option1 name

If products have multiple attributes, each combination of the attributes is called a variant. For example, a T-shirt product can be offered in different sizes and colors. Size and color are the attributes. Enter the name of the first attribute for the variant here.

Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row information indicates. If they are missing, the row information will be invalid.

Option1 value

For products with multiple variants, each variant  corresponds to a specific combination of attributes. Enter the value of the first attribute for the variant here.

Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row information indicates. If they are missing, the row information will be invalid.

Option2 name See Option1 name.
Option2 value See Option1 value.
Option3 name See Option1 name.
Option3 value See Option1 value.
Option4 name See Option1 name.
Option4 value See Option1 value.
Option5 name See Option1 name.
Option5 value See Option1 value.
SKU

SKU helps you identify the variants.

If you fill in this field, It does not affect the original title information of the product when importing.

This column is optional but should not be deleted.

[name of location]

The columns indicate the name of the locations where you store your inventory, while the values in the fields represent the quantity of inventory for each product at that specific location.

If your store has multiple locations configured, exporting the inventory of all locations will generate multiple columns for each location.

 


 

Viewing Inventory Adjustment History 

If you use SHOPLINE to track your inventory, you can view the history of inventory adjustments for a specific product. For products with multiple variants, you can view the inventory adjustment history of individual variants that are being tracked. However, you can't view the adjustment history for all variants at once. If you notice any discrepancies between the actual inventory quantity and the recorded inventory, you can refer to the adjustment records to trace changes made to the inventory, finding out who carried out which operations at what time.

Note: You can only view records from the past three months.

 

To view the inventory adjustment history, follow these steps:

  1. From your SHOPLINE admin panel, go to Products and click the product you want to examine its inventory history.
    6.1.png
  2. In the product details page, scroll down to the Inventory section and Click the blue View history button.
    6.2.png
  3. In the inventory adjustment history page, examine the inventory changes made at different times.
  4. If needed, switch between locations by selecting from the dropdown menu in the upper right corner.
    6.4.png
Note: For products with multiple variants, on the product details page, click on any variant to access the variant details page. From there, click the blue View history button in the Inventory section to access the inventory adjustment records page for this variant. To switch between variants, use the selector on the left side of the variant details page to select the variant you need, and repeat the same steps to view the inventory adjustment history.
Have more questions? Submit a request

Comments