Inventory Rules

Inventory rules are advanced settings to control the inventory updated from Sumtracker to your Online Channel. Rules can be created for each channel separately for any sku.

Here is how the rules table looks. You can create rules using the Sumtracker interface for each sku individually or by using excel export/import in bulk.

Sumtracker updates inventory on Shopify for each variant. The stock levels table in Sumtracker has column for available quantity. This value is used to update inventory on Shopify.

Sumtracker uses product links to map each product variant on Shopify with the product in Sumtracker. Read this article to learn about product links.

Each product has inventory rules which determine the quantity of stock to be updated on the channel. A product has 1 inventory rule per channel.

How stock levels are managed?

Sumtracker has a stock level per warehouse for each product. Each warehouse in Sumtracker is linked to a location in Shopify. Shopify maintains inventory per location for each variant.

When an order is received in Sumtracker we book the inventory for the order. Booked quantity in the stock level is increased for the product after assigning the fulfilment warehouse. Booked stock is used to determine how much quantity is blocked in orders which are not fulfilled yet. Booking does not change the in-stock value of the stock level. In-stock is the current physical stock you have the warehouse. The available quantity is the quantity which can be sold on Shopify.

Available = In Stock - Booked

When the warehouse team start to pack orders they pick stock items from the warehouse. When stock items against a shipment has been picked and packed the in-stock value is reduced. The booked quantity is reduced too. Packing the items and assigning a label is the step when Sumtracker considers that the order has been fulfilled and creates a fulfilment on Shopify.

Stock levels can be changed using a GRN, stock transfer, production and other stock related entries. 

For each product the stock levels keeps on changing. Sumtracker automatically updates Shopify with the current available stock based on the inventory rules. Inventory rules are used to apply some basic rules on the quantity to update on Shopify.

Inventory Rules explained

There are 3 possible ways you can set inventory rule for a product. Each method is explained below.

Reserved quantity 

Reserved quantity is the quantity you want to keep in reserve and not sell on Shopify.

Quantity updated on Shopify = Available Stock - Reserved Quantity

For example if the reserved quantity is 10 and your current available stock is 85, sumtracker will update 75 on Shopify. If the reserved quantity is more than the available stock, 0 stock is updated on Shopify.

I Phone 10 85 75
Red Jeans 30 25 0
Blue Shoes 0 50 50
Stop Sell 

Stop sell is used to update 0 inventory on Shopify irrespective of the available stock. This is used to stop sales of the SKU on Shopify.

Quantity updated on Shopify = 0
Pre Booking

Pre booking is used to update stock on Shopify based on the pre book quantity. If you want to take pre orders for an SKU you can turn on pre booking.

Quantity updated on Shopify = Pre Book Quantity - Booked Stock

For example, if you want to take 40 pre orders. You can turn on pre booking and set pre book quantity as 40. When you receive orders for this SKU the booked stock is increased. When you receive orders for 6 quantity, 34 quantity is updated on Shopify. When the booked stock reaches 40, 0 quantity is updated on Shopify.

I Phone 40 0 40
Red Jeans 30 6 24
Blue Shoes 50 50 0

Inventory update for Bundle Products

A bundle product is packed after receiving an order. A bundle product must have a bundle bom which defines the components of the bundle. You can mark a product as a bundle by editing the product and selecting the is bundle setting in the product edit form.

For bundle products, we check the inventory of the components defined in the bundle BOM.The inventory is updated on the basis of minimum available stock of the component.

Let's say we have a product called Pack of 30 Mango Juices which is a bundle product. The component of this product is individual bottles of Mango juices. You pack Mango juices in packs of 30 only after receiving an order for it.

The current inventory of Mango Juice bottles is 200. Then, inventory to update for the Pack of 30 Mango Juices will be 6 (200 divided by 30). When the inventory of mango juice bottles reaches below 30, the inventory to update for pack of 30 mango juices is 0 because there are not enough mango juice bottles available to create a pack of 30.

If there are more than 1 component in the bundle BOM the minimum value is used.

Qty to update for bundle = Min((component available stock - reserved Qty) / component qty in bundle)

Below table shows how quantity will be updated on Shopify when the reserved quantity for Mango juice bottles is 40 and the available stock is 200

Product Reserved Quantity Available Stock Qty to Update
Mango Juice Bottle 40 200 160 (200 - 40)
Pack of 10 Mango Juices
- - 16 (160 / 10)
Pack of 20 Mango Juices
- - 8 (160 / 20)
Orange Juice Bottle 50 60 10 (60 - 50)
Pack of 10 Orange Juices
- - 1 (10 / 10)
Pack of 20 Orange Juices
- - 0 (10 / 20)

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