Using the stock function

Using the stock function

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Using the stock functions

Access: Menu Administrator

Stock limits let you set an available quantity on an item, helping reduce the chances of overselling and making it easier to manage stock — useful for things like production tickets, uniform sizes, or anything with limited quantity. Before you start, make sure the category you want the item under already exists — see Creating a category if you need to set one up first.

Setting a stock limit

  1. In the Item editor, select the category the item is in.
  2. Select the edit icon under Actions, next to the item you want to update (or create a new item).
  3. Scroll to the Available quantity section. 



  4. Select Set limit. 


  5. Enter the number of items available in the Stock limit field.
  6. Select Save & publish to apply the new stock level to the item.

Alert
If this is a newly created item or category, setting a stock limit and publishing it here doesn't automatically make it visible to families — the item still needs to be pulled forward with opening and closing dates in Service Manager. See Creating a new item for details.

Note: this applies even when you're just updating the stock limit on an item that's already live — select Save & publish to apply the new number. The change won't reach families until you do.

Updating or removing a stock limit

You can come back to the Available quantity section at any time to change the Stock limit number, or select Unlimited to remove the limit altogether. As above, select Save & publish to apply the change.

How stock appears to families

The stock limit will show on the customer view as an "X left" badge next to the price (for example, "50 left"). As the product is sold, this will reduce to reflect the available quantity.


Once stock reaches zero, the item shows a SOLD OUT badge instead, and the Add to cart button greys out and can no longer be selected.

Stock and bank transfer orders

Adding an item to the cart doesn't hold or reserve stock. Stock is only deducted once payment has gone through.

For bank transfer orders, this means the item isn't deducted from stock until the transfer is processed, which can take 1–2 working days. If the item sells out in that time, the pending bank transfer isn't used for the item — instead, it's added to the family's wallet as credit.