Manage inventory and stock

Choose local or shared stock

A form uses one stock model:

• Local stock belongs only to that form's variants.
• Shared inventory lets several options or forms sell from one base quantity on hand, called QOH.

Shared Inventory is a beta feature shown only for enabled accounts. A shared form links to one inventory set, and the first version does not mix shared and local stock on that form. Product names, photos, descriptions, prices, promotions, visibility, and Max/Order still belong to the form.

Use local stock

Enter Stock on a variant when that form owns a finite quantity. Leave it blank for unlimited availability. Zero is sold out.

Set Low Alert for an internal seller threshold. It is separate from the Products block's Buyer Low Stock Display. A checkout performs the final stock check and deduction in the same transaction that creates the order, so simultaneous buyers cannot take tracked stock below zero. Cancelling or deleting an active modern order restores its saved tracked reservation when the backing local variant still exists. A deleted local variant has no row to receive that quantity, and an older order without provable reservation details is not guessed. Un-cancelling requires confirmation and enough stock to reserve the saved quantity again.

Pending buyer edit requests do not hold stock. Availability is checked when the request is made and checked again when the seller approves it.

Create and work in an inventory set

1. Open Inventory from the dashboard and create a set.
2. Create items manually, import Inventory CSV, or import options from a form.
3. Search items and filter All Items, Low Stock, Out of Stock, Linked, or Unlinked.
4. Sort by name, QOH, low-stock status, or link count.
5. Select up to 100 items for Stock Count, Bulk Adjust, or Set Low Alert. You can also Export Selected or Add To Form.

Stock Count keeps the session in the browser until Apply. It records every selected count together, including confirmed zero-change rows. Bulk Adjust applies positive or negative whole-unit changes with a reason and optional note. If any selected QOH changes before an open count or adjustment is saved, the complete batch stops for review rather than partially overwriting newer quantities.

The Audit Trail shows time, item, QOH before and after, reason, note, and source. Count and adjustment sessions are grouped. Search is scoped to the selected set, and Load More pages through older rows.

Import Inventory CSV

The template columns are name, sku, quantity_on_hand, low_stock_threshold, and note. Import at most 200 rows at a time into the selected set.

The importer updates an item when the SKU matches case-insensitively. Without a matching SKU, it updates a uniquely matching normalized item name; otherwise it creates a new item. A blank QOH becomes zero. Existing QOH changes create audit movements, and a concurrent QOH change rejects the complete import for review. Inventory CSV creates or updates inventory items only. It does not create products, link forms, or change a form's stock mode.

Export Selected is a reporting export with set, item, SKU, QOH, low alert, linked-form and linked-option counts, and selling uses. It is not the same shape as the import template.

Import products and link a form

• Import From Form copies the form's options into the selected set and leaves that form in local mode.
• Import + Link creates or reuses inventory items, then opens the link review. The form does not switch until the reviewed links are applied.
• Link To Set reviews links for the form's existing options without first importing them.
• Review Links changes an existing shared form's option-to-item mapping.

Automatic suggestions use an existing source-option match or one unambiguous name match. Review every row. A draft may keep partial links while it is being prepared, but every published option on an active shared form must have one link, a price above $0, and a product with at least one published option.

Use weighted units per sale

One inventory item can feed several options or forms at different prices. Units per sale is the positive whole number of base units deducted when one option is sold.

For example, with 47 base units:

• Single at 1 unit per sale has 47 sellable.
• Half Kit at 5 units per sale has 9 sellable.
• Full Kit at 10 units per sale has 4 sellable and becomes unavailable below 10 base units.

Checkout combines all selected options linked to the same item before accepting the order. Changing the factor affects future orders. Existing orders keep the set, item, factor, and reserved base units from checkout so later edits, cancellation, and deletion use the historical reservation.

Add inventory items to a form

Select items and choose Add To Form. Add each item as a product or group selected items as variants under one product. New options are linked immediately but start unpublished with a $0 placeholder price. Complete the buyer-facing copy, set real retail prices, and publish them in the form builder.

While a form uses shared inventory, QOH, Units per sale, sellable quantity, and Low Alert are managed in Inventory. Shared Low Alert is measured in base QOH, not the divided sellable quantity of one linked option. Product settings, product CSV, API, and connected AI tools cannot write shared QOH.

Unlink or delete safely

Unlinking requires an explicit acknowledgement and a reviewed nonnegative local starting stock for every option. When several options use the same inventory item, the sum of local quantity × units per sale cannot exceed that item's QOH. Applying the review copies those values into independent local stock and removes the links; it does not reduce shared QOH used by other forms.

Unlink all forms before deleting an inventory set. Unpublish or unlink a visible option before deleting its linked item. Deletion preserves movement history needed for old order reservations.

Duplicating a shared form, or restoring a backup into a currently shared form, does not copy live shared links. The resulting catalog uses local unlimited stock until shared inventory is deliberately configured again.

If Inventory is absent from the dashboard, use local variant stock or contact support to ask whether the beta is enabled.