Understand stock quantities and record adjustments

Use the Stock view to understand what is physically on hand, what can be used, and why some stock is unavailable. When the recorded position needs a correction, record the change against the correct material and location, then check its result.

This guide is for people responsible for inventory accuracy. Use your real records and quantities. Receive a supplier delivery through its purchase order, move stock through the appropriate bin or transfer workflow, and use Stock Scan counting when carrying out a physical count.

Read the quantities together

Open Inventory → Stock. Find the material, then expand its locations when it is stocked in more than one place. A material total combines its stock locations; a location row tells you where a change applies. Shared stock should not be added again simply because several Shopify stores display it.

The availability calculation is:

Available = on hand − reserved − committed − damaged − held for quality control − quarantined − safety stock − unreconciled consumption − held stock.

Held stock is otherwise usable stock in a bin marked Hold. Condition-restricted units in that bin are not deducted twice. Unreconciled consumption represents stock consumed according to a connected store that could not be supplied from recorded bin stock; it is not simply an operation waiting to upload. Incoming and in-transit stock do not increase current available stock.

For example, Main Warehouse has 72 each of Kraft mailer (MAILER-KR6). With 12 reserved, 6 committed, 2 damaged and 4 safety stock, and no other deductions, available is 48 each. Unavailable is 24 each. The physical on-hand total remains 72 each.

Select the Unavailable figure to inspect the breakdown that is available for that location. If the breakdown cannot be loaded or cannot separate every deduction, keep the total and the missing detail distinct. An unavailable detail is not evidence that the holding is zero.

Understand the status

Untracked means the material is not expected to participate in stock management. Not baselined means a stock position has not yet been established. Neither means a confirmed count of zero.

Oversold means recorded on-hand stock is negative. Deficit means available stock is negative while on hand is not: claims or restrictions exceed usable supply. Out of stock, Low stock and In stock describe the stock position; configure replenishment separately in stock targets.

A failed read, a dash and a real zero are different. Refresh an unavailable view before using it to justify a stock correction.

Record an on-hand change

You can also work from Materials, open the material and select Stock Levels.

1. Locate the correct stock-pool row. If the material has several locations, expand the location details first.
2. Open the edit control beside On hand.
3. Choose Set to for a resulting total or Adjust by for the size of a change. Read Current on hand before entering the quantity.
4. Enter the quantity in the material's stock unit. Select a Reason. In Adjust by, the reason supplies the direction: Shrinkage (−), Damage (−), Theft (−) and Write-off (−) reduce stock; Write-on (+) and Other (+) increase it. Enter a positive magnitude, not a minus sign.
5. For a decrease, select Take from bin when requested. Check any Write off from choice and the explanation of which stock the action will remove.
6. Add a note explaining the evidence, then inspect the preview of the resulting quantities. A change of zero cannot be recorded.
7. Read any notice that the action also starts syncing this location to your store. Follow inventory authority and syncing before confirming that consequence.
8. Choose Record stock change, then verify the location's quantities and Activity.

For a verified loss of 2 each from a recorded 72 each, Adjust by 2 with the applicable negative reason should show a result of 70 each. If the goods still exist but are unusable, set them aside by condition instead of treating them as physically gone.

Set aside, release or dispose of stock

Open the edit control beside Available. Choose an Action, the quantity and a Condition, then review the effect before choosing Record stock change:

• Add to sets available stock aside as damaged, held for a quality check or quarantined. On hand stays the same; available decreases.
• Release from returns stock from the selected condition to circulation. On hand stays the same; available increases, subject to other restrictions such as a held bin.
• Dispose from removes stock already in the selected condition. On hand and that holding decrease together; disposing of already-unavailable stock does not make more stock available.

The location's actions menu also offers Release from a quality check, Mark as damaged and Write off stock. Mark as damaged acts on stock held for a quality check; it does not remove the goods from on hand. For Write off stock, select Which stock if offered, enter How much, provide Why, and read the final removal statement. The dialog does not provide an undo.

Verify the outcome before trying again

Stock recorded followed by Store sync did not start means the quantity change succeeded. Use the accompanying Start syncing recovery after resolving its reason; do not enter the same stock change again.

A completed local change and a confirmed Shopify update are separate outcomes. When outbound syncing is enabled, subsequent available-stock changes can update Shopify automatically. Check sync readiness if the store still differs.

If an action is refused for insufficient stock, a bin choice or changed data, reload the affected record and address the stated reason. If the response is uncertain, inspect quantities and activity before repeating it. Keep the material, location, time and explanation available when contacting Support.