You can keep track of stock available for each product and set conditional logic triggers for tracking stock count.
Note: that stock will only be tracked for products that have any value for the Stock field. If you wish to stop tracking stock for a product, simply edit the stock field to be no value.
Start by clicking the pencil icon on the stock section of basic information widget on the product page and entering a number for stock. This field is editable by any user that can edit product information.
From this point, you can manually update stock (either through editing or through our API or through bulk import) periodically, or you can set automatic updates using the following fields *which can all be set during bulk import or bulk edit or edited individually):
Open Quote Stock: the total quantity of this product on quotes that are in Sent status. This is a system calculated field.
Auto-Reduce Stock when: Use this setting to determine if/when the stock count for a product is automatically reduced by the quantity of that product that is on a quote.
Never - never reduce stock value automatically
Proposal is Sent - reduce stock value when the proposal is sent
Proposal is Completed - reduce stock value when the proposal is completed (signed by all parties).
Auto-Replenish Stock when: Use this setting to determine if/when the stock count for a product is automatically increased by the quantity of that product that is on the quote.
Never - never replenish the stock value automatically
Proposal is Expired or Voided after Sent: Use this setting if you also had the setting of Auto-reduce when proposal is sent. This setting will automatically add the quantity of the product on the quote back to the stock value for the product if the proposals expires or was voided (since these two conditions mean the product was not purchased by the customer and therefore should be added back into stock count).
Out-of-Stock Products: Use this setting to determine how to handle products that not have enough stock to fulfill the quantity of the product on the quote or products that already have 0 stock.
Allow - No restrictions are added to out-of-stock products. They will be allowed to be added to quotes regardless of stock value.
Hide - Hide products with stock value less than or equal to zero so that they will not be available to add to quotes
Prevent - Prevent user from saving a quote with products that have a quantity greater than the stock value
Hide and Prevent - Hide and Prevent out-of-stock items
For products that have a value in the stock field, stock is displayed in the quick search results and the advanced search results. Note that you will need to toggle stock column on in the advanced search page for stock to display as one of the columns.
Stock values are also displayed on the quote editor on the quote summary page and also on the line item detail page:
If your line item quantity exceeds the stock quantity, this message will briefly display. This happens regardless of your stock settings for Out-of-Stock. The message is informational only and will not prevent you from saving or sending the proposal.
If you have Prevent selected for Out of Stock Products and your line item quantity exceeds the stock quantity, you will see this error message when you try to Send the proposal: