Warehouse & Inventory

Not covered in this guide: Delivery times and traffic light profiles (Guide: Creating & Maintaining Products), Setting up characteristics and variants ( Product Attributes Guide), the availability alert in detail ( Product Notification Guide), and checking in via barcode scanner ( xoScan Guide).

Under Settings → Checkout → Inventory, you’ll find the inventory rules, which are set here to “Never sell more than is in stock.” Click to enlarge.

Three typical settings

• Typical cause: Another customer purchased the last remaining items, an import reduced the inventory, or the inventory for a specific attribute value is lower than expected.
• Keeps coming back: If an item’s stock is below 0, the store cannot reduce the quantity. The customer is redirected back with every attempt until you correct the stock or they remove the item. Set “Sold Out/Out of Stock” to true, and such items won’t even end up in the cart in the first place.
• Express Checkout: The store won’t display Stripe’s Express button as long as stock levels are blocking checkout.

With advanced inventory management, you can manage stock, safety stock, reorder point, and storage location for each warehouse. Click to enlarge.

Managing Inventory for Individual Items Only

Do you want to sell the majority of your inventory freely and limit only remaining stock? You can do this with “Clearance (EOL)”:

1. Set “Check Inventory” to “ true,” “Allow at Checkout” to “ true,” and “Sold Out/Out of Stock” to “ false.”
2. For remaining stock, set “Clearance (EOL)” to Yes. These items will only sell while in stock; when out of stock, the button will display “Unfortunately no longer available.”
3. For all other items, set “Inventory Management” to “No” if you don’t want the shopping cart to display any inventory information for them. For many items, set both switches in the CSV Porter using the fields “Clearance EOL (End of Life)” and “Inventory Management.”

Bundles

With “Calculate bundle stock automatically via bundle products,” a bundle’s stock is determined by its components, and an order deducts the components, not the bundle itself. Setup and toggle options are described in the guide “Create & Maintain Products.”

Block Unavailable Values in the Selection

1. “Check Inventory” and “Sold Out/Unavailable” at true.
2. Enter 0 for the “Product Quantity” value.
3. The value will then appear in the selection as “(out of stock!)” and cannot be selected. If the availability alert is enabled, it remains selectable so that customers can be notified about this specific variant.

A variant value with a stock level of 0 appears in the selection as “(out of stock!)” and cannot be selected as long as the availability alert is turned off. Click to enlarge.

Temporarily removing a variant

Caution when importing attributes: If your CSV file for attributes does not include a column for status, every import will reset all values in the file to “Active.” Include this column if you are deactivating values manually.

Displaying Inventory in the Store

Go to Settings → Design → Product Listing → Show Stock Level at true to display “12 in stock” on the product page, in lists, and in the shopping cart. With “Hide high stock quantities,” the store displays only “More than 10 in stock” above the value “Hide high stock quantities starting at X.” The Google Merchant Center & Product Feed guide describes how stock levels are displayed in the Google product feed.

Removing Sold-Out Items from a Promotional Category

This is handled by a “Products” type marketing event with the conditions “Products: Stock” less than or equal to 0 and “Products: In Categories” (your promotional category), and the action “Products: Remove Category Assignment.” The completed example can be found in the Marketing & Automation Guide.XONIC Premium: Marketing / Automatisierungen & Künstliche Intelligenz

Without this add-on module, you’ll need to remove the assignment manually. If you simply want to hide sold-out items everywhere, “Hide Sold-Out Products” is sufficient.

Who is waiting for which item?

• Reports → Sold-Out Products lists all items and attribute values up to a “max. stock level” that you enter at the top, with the option to export as a CSV.
• The “Product Notifications” guide describes the availability alert and the “Product Notifications” report. The emails are sent the next time you log in to the backend, provided the item is active and back in stock at that time.

A warehouse with customer group restrictions is only included in the store’s inventory for the authorized customer groups. Click to enlarge.

The “Inventory Overview” tab under Products → Warehouse Management shows the inventory and safety stock for each item across all warehouses; if the reorder point warning is enabled, it also displays the reorder point. If advanced inventory management is disabled, only the main warehouse is considered; the other warehouses remain saved.

• The store checks whenever someone logs in to the backend and the specified number of days have passed since the last email. There is no schedule that runs without a login.
• The email will include every item whose “Product Quantity (Warehouse)” in a warehouse is equal to or below the reorder point. The safety stock is not deducted for this purpose; a reorder point of 0 does not trigger anything.
• You can maintain the reorder point for many items in Quick Updates (“Show Reorder Point” under Settings → General → Quick Updates) or in the CSV Porter using “Reorder Point,” with “Reorder Point: ” for each warehouse.

Purchase Order for the Supplier

From a purchase order, you can send a purchase order form to the supplier. The “Supplier Actions” button appears in the purchase order only if

• at least one item in the purchase order is assigned to a supplier (Item screen, “General” tab, Suppliers), and
• the “Supplier Address (PDF)” field is filled out for this supplier under Products → Suppliers.

“Display Purchase Order for …” also requires the document type “Supplier Order (SO)” under Settings → Design → Documents → Documents: Allowed Types, and “Send Order Form & Delivery Note via Email to …” requires a valid “Supplier’s Email Address.” For more information, see the Orders Guide.

The Orders Guide describes in detail how returns, cancellations, and quotes are processed.

For each transaction, the log shows the user who made the change, the time, the old and new inventory levels, and the reason. Click to enlarge.

• The store displays the log only to the main administrator. If that is not your account, our support team will review it for you.
• The shop deletes entries that are older than one year.
• Entries made with xoScan and changes to products via the REST interface are not included in the log. Orders placed via the interface are included.
• The log records the attribute inventory when the product screen is saved, not when orders are placed.

Inventory Value

The shop does not provide a report or log detailing the value of your inventory. Export “Inventory” and “Purchase Price (net)” using a data importer and calculate the values in a spreadsheet; see the Import & Export Guide. Reports → Profit Calculation. The “Products” screen displays the purchase price, selling price, and stock level for each item.

Via the REST Interface

An inventory management system updates stock levels via the xoPort REST interface. The warehouse fields ` products_quantity`, ` products_safe_quantity `, and ` products_reorder_level ` are available for each additional warehouse in the field ` storages`. The API documentation describes these fields and the registration process; see the Import & Export Guide.

The interface writes the reporting inventory and safety stock of the main warehouse as fields in the product.from 4.9.16

The fields “Show out of stock” and “Show out of stock and on clearance (EOL)” under Settings → Checkout → Inventory are not displayed in the default layout. They only work in custom templates that include them.