Count every bottle and never oversell

Let paid orders count stock down

It starts with one switch in the product’s Stock and shipping section. From then on, your counts look after themselves.

Read and correct the counts

Open Inventory in the E-commerce section of the navigation and choose Stock. Each row is one variant, with its SKU and location beneath it and four numbers beside it.

Available

What you can still sell. A paid order takes what it bought off this straight away.

Committed

Paid for but not shipped yet. It is still on your shelf, so it still counts as on hand.

Incoming

Stock on its way to this location on a transfer that has been marked shipped.

On hand

Everything physically at the location, which is Available plus Committed.

What a sale does to the numbers

Counts drift. A delivery arrives, a bottle breaks at a tasting, or a shelf count comes back different. Adjust the count and give the reason, so History explains it months later.

1. 1
   Choose Adjust on the row. The dialog says how many are available at your default location.
2. 2
   Pick a reason. Stock received, Count correction, Customer return, Damaged, Lost or missing, or Something else.
3. 3
   Enter the change. Use a positive number for stock coming in and a negative one for stock going out. The hint shows what the count becomes.
4. 4
   Save change. Add a note first if it helps. The change, its reason and your note land in History.

Keep stock in more than one place

A location is anywhere you keep stock, like the shop and a cellar. In Inventory, choose Locations, then New location, and give it a name and an address. A location switched off stays in the list, so you can switch it back on.

Active

Holds stock and can fulfil orders. Only active locations can be chosen for a transfer.

Default location

New stock and orders go here unless another is chosen, and Adjust changes the count here. One location is the default at a time.

Fulfils online orders

Orders from the website can ship from here.

Pickup and local delivery from a location

Each location also says whether shoppers can collect orders there and whether you deliver from it. Checkout builds its Pickup and Local delivery options from these, so you set each place once, on the location.

• Shoppers can pick up here. Checkout lists the location under Pickup with its address and phone. The location’s state decides the tax on a pickup order.
• Deliver from here. Set a radius from the location’s ZIP code, or a list of ZIP codes, a delivery fee, and an order total that delivers free. When two locations reach an address, the shopper gets the lower fee.
• On the map. Each location sits at the centre of its ZIP code, which is what distances are measured from. It moves when the ZIP code changes.

Move stock between locations

When the shop runs low and the cellar is full, move the stock with a transfer instead of adjusting two counts by hand. Both counts stay honest along the way.

1. 1
   Choose New transfer. Pick From and To, find stock at the origin and add it, then set each quantity. An expected date and a note are optional.
2. 2
   Create transfer. It starts as a Draft. Its counts are fixed from here, so cancel it and start again to change them.
3. 3
   Mark shipped. The stock comes off Available at the origin and shows as Incoming at the destination. The transfer is now On its way.
4. 4
   Receive. Enter what arrived for each item and choose Mark received. Incoming clears, what arrived joins Available, and anything short stays visible on the transfer.

What a transfer’s status means

Draft

Created, and nothing has moved yet.

On its way

Marked shipped. The stock is incoming at the destination.

Received

Counted at the destination.

Cancelled

Closed before the stock arrived.

Cancel transfer is under More actions until the stock arrives. Cancelling a transfer that is on its way puts the stock back at the origin, and nothing arrives at the destination.

Catch low stock early

A product’s stock reads as a warning before it runs out.

Low stock shows up in three places, so you can restock before a shopper finds an empty shelf.

• The Inventory header counts how many products are running low and how many are out of stock.
• In Stock, choose Show, then Running low or Out of stock, to list only those.
• In Products, sort by Lowest stock first.

Be told without looking

Turn on Low stock alerts under Website settings, then Store, then Notifications, and Mirin emails the addresses under Send admin alerts to when a sale takes a count down to five or fewer. It sends once for that crossing rather than on every sale after it, so a busy bottle cannot fill your inbox, and it arms again when you restock above the mark.

Next, reward your regulars with discounts.

Set or adjust stock from the chat

While you edit a page, ask the chat to change a count in your own words, such as “set Old Quay Tempranillo to 24” or “add 12 bottles of the magnum at the Warehouse”. It drafts the change, and nothing moves until you press the button on the draft, such as Add 12 to stock.

• Name the variant and the location. When a product comes in more than one variant, say which one, such as the magnum. If you do not name a location, the chat uses your only location, or the one location that already holds stock for it. When it is stocked in more than one, or none of your locations holds it yet, say where. Naming a variant or a location for a product that has none is refused in a sentence rather than ignored. The draft shows the product, variant, location, the stock now and the stock after.
• If stock moves before you press. A draft that sets an exact count is refused with “Stock changed since the draft. Ask again.” A draft that adds or takes away is applied to the count as it is then, and never below zero.
• Counted once, with history. Pressing the button twice changes the count once. A change at a location moves Available and On hand together and records the before and after in History.
• Drafts last a day. After 24 hours the button changes nothing and the chat asks you to ask again with the counts as they are now.
• Synced products are counted at their source. Stock for a product that comes from Shopify or another platform is changed on that platform and syncs down. A product that does not track stock needs tracking turned on in Products first.

See every store change the chat can make in AI page edits.