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Inventories

Inventory management in Soppiya is more than just counting products on a shelf. It is a dynamic system that tracks the lifecycle and condition of your stock across different physical locations.

This guide will show you how to monitor, adjust, and optimize your inventory flow to prevent overselling and ensure accurate logistics.

Location: Products → Inventories

What Is Inventory Management?​

In Soppiya, "Inventory" represents the granular details of your stock. It separates products into different "States" to prevent overselling and ensure accurate fulfillment.

Inventory Flow Equation:

Available = On Hand - (Damaged + Quality Control + Reserved + Committed)

The 5 Inventory States:

  • Available - The magic number sent to your storefront. This is what customers can buy.
  • On Hand - The total physical items sitting in your warehouse (Good + Bad + Sold).
  • Committed - Items sold to customers but not yet shipped (physically there, but owned by the customer).
  • Unavailable - Items that are Damaged, in Quality Control, or Reserved for internal use.
  • Incoming - Stock ordered from suppliers (Purchase Orders) that hasn't arrived yet.
For Store Owners

Use the "Unavailable" states diligently. If a product is damaged or reserved for a photoshoot, move it out of "Available" immediately. This prevents you from selling a bad product to a good customer.

Inventory Dashboard Overview​

The Inventory dashboard provides a high-level view of stock levels across all your products and variants.

What You'll See​

When you navigate to Products → Inventories, the grid displays:

  • Product - Name, thumbnail, and specific variant (e.g., "T-Shirt - Red/Small").
  • Available - The quantity currently purchasable on your website.
  • On Hand - Total physical count in the building.
  • Committed - Units sold but not yet shipped.
  • Unavailable States - Columns for Damaged, Quality Control, and Reserved.
  • Incoming - Stock expected from suppliers.
  • Safety Stock - Your minimum alert threshold.

What You Can Do​

From this page you can:

  • Switch Locations: Use the dropdown at the top-left to view stock for a specific branch (e.g., "Main Warehouse" vs. "Dhanmondi Showroom").
  • Search: Find specific items by name or SKU.
  • Filter: Isolate items by Product or Variant.
  • Sort: Reorder the list by Available (low to high) to find stockouts.
  • Adjust States: Move stock between states (e.g., from Available to Damaged).

Quick Start Guide​

If you are setting up inventory for a new location:

  1. Select Location - Choose the warehouse from the top-left dropdown.
  2. Add Items - Click to start tracking products here.
  3. Select Products - Check the boxes for items stored at this location and click Add.
  4. Adjust Levels - Use the arrow icon (>) next to Available to set initial stock counts.
  5. Set Safety Stock - Enter a number to get low-stock alerts.

For detailed management instructions, continue reading below.

Organizing Your View​

As your inventory grows, finding products based on specific conditions becomes critical.

Filtering & Sorting​

  1. Filter: Click to search by Product Name or Variant attributes (e.g., "Red").
  2. Sort: Click the icon to prioritize items.
    • Available (Ascending): Finds out-of-stock items (0 available).
    • Damaged (Descending): Finds items with high defect rates.
    • Committed (Descending): Finds products with fulfillment backlogs.
    • Incoming (Descending): Shows what's arriving soon.

Custom Views (Saved Tabs)​

If you have a routine check (e.g., "Daily Quality Control Check"), save your filter settings as a tab.

  1. Apply Filters: Set your criteria and sort order.
  2. Create View: Click the + (plus) icon next to the "All" tab.
  3. Name It: Enter a name (max 40 chars, e.g., "Safety Stock Alerts").
  4. Create: Click .

Adding Inventory to Track​

Products created in your catalog are not automatically tracked at every location. You must manually add them to the inventory list for a specific warehouse to start monitoring their levels.

Step-by-Step:

  1. Select Location: Ensure you are in the correct view (e.g., "Motijheel Branch").
  2. Initiate Add: Click in the top-right.
  3. Select Items:
    • Search: Find products by name.
    • Browse: Scroll through the list.
    • Select: Check the box ☑ next to every variant you wish to track.
  4. Confirm: Click .
note

Adding a product here simply enables tracking. The quantity will start at 0. To add actual stock numbers, you should use a Purchase Order or an Inventory Adjustment.

Moving and Adjusting Stock States​

The core function of this module is managing the status of your goods. You can move stock from "Available" to other states to ensure you never sell unsellable items.

How to Move Stock​

  1. Locate the Item: Find the product row.
  2. Select Source: Click the quantity in the state you want to move from (e.g., click the number in the Available column).
  3. Click the Arrow: Click the small arrow icon ( > ) next to the number.
  4. Define Destination: A popup titled Move stock to: appears.
    • Enter the quantity to move (e.g., type 5 into the Quality control box).
  5. Finalize: Click .

Common Scenarios​

Scenario 1: Damaged Item Found

Situation: A warehouse worker finds a torn shirt on the shelf.

Action:

  1. Click the Available count for that shirt.
  2. Move 1 unit to Damaged.
  3. Result: Your website immediately reduces stock by 1, preventing a customer from buying the broken item.
Scenario 2: Quality Control (Returns)

Situation: A customer returns a pair of shoes. They are in the building, but need cleaning.

Action:

  1. Receive the item into Quality Control (via Returns module or manual adjustment).
  2. Once cleaned and inspected:
  3. Move 1 unit from Quality Control → Available.
  4. Result: The item is now listed for sale again.
Scenario 3: VIP Reservation

Situation: You need to save 5 units for a photoshoot next week.

Action:

  1. Move 5 units from Available → Reserved.
  2. Result: The items are physically there (On Hand) but customers cannot buy them online.

Managing Inventory Items​

Stopping Tracking (Removing Items)​

If you stop stocking a specific product at a branch, remove it to keep your dashboard clean.

  1. Locate the product row.
  2. Click the icon in the far right Action column.
  3. Confirm the action.
warning

Important: Deleting an item here stops tracking it at this specific location only. It does not delete the product from your global store catalog or other warehouse locations.

Troubleshooting​

Why does "Available" show 0 when "On Hand" is 10?

Possible causes:

  • You have 10 items, but they are all stuck in Committed, Damaged, or Reserved states.

Solution: Check the columns. If Committed is 10, it means 10 customers have bought them but you haven't shipped them yet. If Reserved is 10, move them back to Available if you want to sell them.

I can't find a product in the list

Possible causes:

  • You are looking at the wrong Location.
  • The product has not been added to this location's tracking list yet.

Solution:

  1. Check the top-left dropdown to ensure you are in the correct warehouse.
  2. Click Add Inventory and search for the product to add it to this view.
Stock level isn't updating on the website

Possible causes:

  • The product has "Continue selling when out of stock" checked in its main settings.
  • You updated On Hand but didn't move it to Available.

Solution: Ensure the quantity is actually in the Available column. Stock in Quality Control or Reserved does not show on the website.

What is "Safety Stock"?

Definition: It is a visual alert threshold. It does not stop sales.

Solution: If Available drops below Safety Stock, the system flags it so you know to reorder. It is a reminder tool, not a hard limit.

Need More Help?

If you're still experiencing inventory sync issues, contact Soppiya support with the Product Name, Location Name, and a screenshot of your Inventory States.

Best Practices​

Inventory Management Best Practices

State Management

  • Use "Reserved" for Internal Use: Never just take an item off the shelf for a photoshoot without logging it. Moving it to Reserved keeps your count accurate.
  • Process Returns via Quality Control: Always put returns into QC first. Don't put them straight back to Available until they are inspected.

Multi-Location

  • Separate Warehouses: If you have a Showroom and a Warehouse, treat them as separate Locations. This prevents online orders from being assigned to store stock that might be sold to a walk-in customer.

Common Mistakes to Avoid

  • ❌ Confusing "On Hand" with "Available": Just because it's in the building doesn't mean you can sell it. Rely on the Available number.
  • ❌ Ignoring Damaged Goods: Leaving damaged items in the "Available" count leads to cancellations and angry customers. Move them to Damaged immediately.
  • ❌ Deleting Products Globally: Never delete a product from the main catalog just to remove it from one warehouse. Use the Trash Icon in the Inventory module instead.

Summary​

The Inventory module gives you granular control over your stock, moving beyond simple counts to managing the actual condition and availability of your goods.

Key takeaways:

  • Available = On Hand - (Bad + Reserved + Sold).
  • Committed stock is sold but not shipped.
  • Locations allow you to track stock separately for different branches.
  • Moving Stock between states (Available ↔ Damaged) is critical for preventing bad customer experiences.

Start by setting up your primary warehouse location and adding your active products to track their initial stock levels.