Updating stock without opening the product

Doing a stock count with forty products, opening each one, scrolling to the field, saving, going back, is most of an evening. There is a faster way and it is easy to miss, because the control does not look like a control.

The number on the product list is a button

Open Products. Every row shows something like 12 in stock. That text is clickable. A pencil appears when you hover over it, and clicking opens a small panel.

For a product with no variants the panel says Set stock and holds one box. For a product with variants it says Stock per variant and lists them by name, each with its own box. Type the numbers, press Save, and you are back on the list. Enter saves too, which is the part worth learning: on a phone you can go number, enter, next row, without reaching for a button.

You never open the product. For a stock count that is the whole difference.

The stock panel open over a product row, listing stock per variant with a line explaining units held by active checkouts — Clicking the stock figure on the row opens this. Enter saves, and a box left empty is skipped.

The second number, which is the one people ask about

Some rows read 12 in stock · 2 held.

Held units are in active checkouts. Somebody has them in a basket and is partway through paying. They are not sold, and they are not yours to sell twice, so they are held out of what a new buyer can add.

Two consequences. The number you see as in stock is what is actually sellable, not what is on your shelf. And you cannot set stock below the held amount: the panel says so, and it tells you the units release if the checkout is not paid. So a held unit resolves itself either way, by becoming an order or by coming back. It is not something to chase.

Two small behaviours worth knowing

A box you leave empty is skipped, not set to zero. That is deliberate, and it means you can open a product with eight variants, change the two you counted, and save without touching the rest.

Stock is one of the few things a staff member can change. Most of the shop, products, prices, discounts, settings, is the owner's only, but updating stock is theirs too, so whoever is packing can fix a count they just discovered was wrong.

Doing an actual count

Sort or search the list to whatever you are counting, so you are not scrolling a full catalogue on a phone. Count a shelf, type the row, enter, next. Do not open a single product.

Then do the one thing people skip: look for rows reading zero that should not be. A product sitting at zero you forgot about is invisible to a buyer if you have hiding turned on, and a shop with quietly hidden products looks smaller than it is.

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