Stockpit retrieves data (invoices and credit notes) from your invoicing or management software to update the inventory. For each sale, an order is created in Stockpit with the products and quantities sold.
Updating Stocks from an Order
For precise inventory management, Stockpit provides you with real-time visibility into both your on-hand and available stock levels. Available stock refers to the products stored in your stock locations, minus the products sold that are not yet delivered to your customers (reserved quantities).
Updating your stocks from an order may depend on the settings related to your invoicing software. Please visit the 'Settings' page for your invoicing software on the Integrations page.
List of Orders
To display the list of orders, go to the "Sales" menu > "Orders":
Once the list of orders is displayed, you will have the following information for each order:
"Order Number, which equals to the invoice number
- Customer Name
- Creation Date
- Shipping Date: by default, it will be the same as the order creation date. You can update it by editing the order.
- Units or quantities sold
- Progress indicators, which will be updated only if you create delivery notes
Status of an Order
- Active: The order has only updated the available stock (not the on-hand stock), and the shipping orders have not yet been created or their status is not 'Delivered.'
- Archived: You can complete the order without creating delivery notes. The reserved products will be 'released.'
- Completed: The order has updated both the on-hand and available stock, or all products are in delivery notes with the status 'Delivered.'
- Cancelled: The order is canceled. All stock updates for this order are also canceled."
Archiving an Order
When an order has only updated the available stock, and not all products from that order are in shipping orders, you can manually complete the order without creating shipping orders. The reserved products will then be 'released.' This can be used to indicate to Stockpit that the remaining products will not be delivered. Simply open the order and click on 'Archive':
You can create shipping orders from orders. This allows you to separate the sale of products from the delivery of products. Sales and delivery are not always done simultaneously. The effect orders have on your stock levels depend on the settings related to your invoicing software. Please go to the 'Settings' page and check the available option for your invoicing software.
You can also create multiple shipping orders from one order. The list of shipping orders created from an order will be visible directly within the order:
You can find more information about shipping orders on this page.
Purchases / Restocking
Stockpit includes several methods for restocking your inventory. One of these methods involves purchasing products from your suppliers directly from your sales (orders). In an order, you will find two options: "Restock" and "Create Purchase Order":
- Restocking: In a Purchase Order, Stockpit will only include the necessary products to fulfill this order for your customer. This option will only appear if your current stock is not sufficient to deliver to your customer.
- Creating a Purchase Order: Stockpit will include the selected products and quantities in a Purchase order.
You can find more information about purchases on this page.
When viewing an order, the "Information" section will provide you with details about this order:
- Status: Order status
- Customer: Customer's name
- Creation Date: Order creation date
- Shipping Date: Order shipping date (editable)
- Allocated: Quantity of products included in one or more shipping orders
- Update On Stock: Indicates if the order updated the on-hand stock
- Stock location: Initial stock location at the time of order creation
Editing an Order
You can edit an order to update the shipping date, add a customer address, or include a note. Simply open the order and click on "Edit":
When editing the order, you can also modify the stock location associated with each product. This is where the stock update will take place.