Inventory Management

You can manage product inventory in Admin, which allows you to associate products with inventory and track the available, on hand, on reserve, and on backorder quantities for your products in Kibo eCommerce. Once you associate products with inventory, you can then control products' storefront behavior based on whether inventory exists for each individual product.

Enable Inventory Support

Before you associate your products with inventory in Kibo eCommerce, you must first enable inventory support for one or more of your locations in Kibo eCommerce. Once you enable inventory support for a location, you can then associate your products with inventory records at that specific location. Refer to Associate Products with Inventory for more information about associating products with inventory.

Note:  You must create your locations in the Locations module before enabling inventory support for locations. Refer to Location Settings for more information about setting up locations.

To enable inventory support for a location:

Refer to Location Settings for more information about the various location settings you can configure.

Associate Products with Inventory

After you create products, you can associate them with inventory at a specific location in Kibo eCommerce.

Note:  Before associating products with inventory, you must first enable tracking inventory for specific products.

To track inventory for a specific product, navigate to the product's page and under the Inventory section enable Track stock level:
  1. For the applicable product, go to Product Editor > Inventory section > Manage Inventory: Kibo eCommerce opens the product inventory grid and automatically searches for the applicable product. If the product is a configurable product with options, Kibo eCommerce searches on the base product's code.
  2. Select the product in the left panel:
  3. Click Create New Inventory:
  4. Select the Location Name from the drop-down menu, and enter the On Hand quantity:
  5. Click Save.

If you've already associated a product with inventory, but you need to adjust the on hand quantity for the product refer to Adjust On Hand Quantities for more information.

Inventory Grids

Admin contains the following two inventory grids:

On either of the above grids, you can select an applicable catalog to filter products by the selected catalog:

Inventory Quantities Types

You can use the inventory grids in Admin to track different inventory quantities for your products, such as available, on hand, on reserve, and on backorder:

Refer to the following definitions for more information about these different quantity types:

Quantity Type Definition
Available The total quantity that's available to sell.

Kibo eCommerce calculates this quantity using the following equation: on hand - on reserve = available.
On Reserve The quantity that shoppers have purchased and has not been fulfilled.

Kibo eCommerce calculates this quantity using the following equation: purchased and unfulfilled products = on reserve.
On Hand The quantity that you have in stock in your warehouse.

You can manually adjust this value. Refer to Adjust On Hand Quantities for more information. Note:  On hand is the only inventory quantity type that you can modify in Kibo eCommerce.
On Backorder The quantity that shoppers have purchased and are backordered. A product becomes backordered when you do not have sufficient available quantities for the order, but shoppers have still purchased the product. Note:  To allow shoppers to purchase a product without sufficient available quantities, you must first enable backordering for the specific product. Refer to Out of Stock Behavior for more information.

Adjust On Hand Quantities

Kibo eCommerce allows you to manually adjust the on hand quantity using the following two modes:

To change adjustment modes, use the More Actions button to enable your desired mode:

Fulfill Items Without Sufficient Stock

By default, Kibo eCommerce prevents you from fulfilling items without sufficient on hand quantities. However, you can override this default behavior for a specific location, which allows you to fulfill items even without sufficient on hand quantities.

For example, you do not currently have a sufficient on hand quantity to fulfill an item in Kibo eCommerce, but you know that the warehouse has received new stock but hasn't had time to enter the amounts in Kibo eCommerce. By allowing fulfillment without sufficient on hand quantities, you can still mark an item as fulfilled and Kibo eCommerce will automatically adjust your on hand quantity accordingly. The warehouse can then add the new on hand quantities in Kibo eCommerce.

To override this default behavior for a specific location:

  1. Go to Main > Fulfillment > Locations.
  2. Select an applicable location.
  3. Under the Location section, enable Allow fulfillment without stock on hand: Note:  In order to enable Allow fulfillment without stock on hand, you must first enable Location supports inventory.

Returns and Inventory Interaction

During return processing, when you receive the return you can specify whether the product is restockable:

If you choose to restock the product, when you click Restock Kibo eCommerce automatically increases the on hand quantity appropriately:

Refer to Returns for more information about returns.

Out of Stock Behavior

When a product goes out of stock, you can select various out of stock behaviors for Kibo eCommerce to perform. Because Kibo eCommerce allows you to have different out of stock behaviors for each product, you must select this behavior on a per product basis.

If you do not specify an out of stock behavior, Kibo eCommerce defaults this setting to Show out of stock message.

To select an out of stock behavior for a product, navigate to the product's page and under the Inventory section select an If out of stock... behavior:

Refer to the following table for more information about the various out of stock behaviors:

Behavior Description
Show out of stock message Kibo eCommerce displays the product on all applicable storefront pages, including the PDP, categories, and search results. However, shoppers cannot purchase the product and when they navigate to the PDP, Kibo eCommerce displays an out of stock message.

To customize the appearance and text of the out of stock message, ask your theme developer to customize your theme labels file.
Allow backordering Kibo eCommerce displays the product on all applicable storefront pages, including PDPs, categories, and search results. Shoppers can also purchase the product, and when they do, Kibo eCommerce adjusts stock quantities appropriately.
Hide Product in Store Kibo eCommerce hides the product on all storefront pages, including navigation, facets, category pages and search results. For SEO purposes, if shoppers visit the product display page (PDP) using a direct link/URL, Kibo eCommerce displays an out of stock message and the product is not purchasable.

Out of Stock Behavior Outcomes

The following table provides the purchasable outcomes for setting the inventory and If out of stock... behaviors for both base products and any of their required product extras:

Base Product Inventory Settings Product Extras Inventory Settings Purchase Behavior When Item is Out of Stock
Track stock level disabled N/A (no product extras) Purchasable
Track stock level disabled Track stock level disabled Purchasable
Track stock level disabled Show out of stock message Out of stock message displays
Track stock level disabled Allow backordering Purchasable
Track stock level disabled Hide Product in Store Out of Stock message displays
Show out of stock message N/A (no product extras) Out of Stock message displays
Show out of stock message Track stock level disabled Out of Stock message displays
Show out of stock message Show out of stock message Out of stock message displays
Show out of stock message Allow backordering Out of Stock message displays
Show out of stock message Hide Product in Store Out of Stock message displays
Allow backordering N/A (no product extras) Purchasable
Allow backordering Track stock level disabled Purchasable
Allow backordering Show out of stock message Out of stock message displays
Allow backordering Allow backordering Purchasable
Allow backordering Hide Product in Store Out of Stock message displays
Hide Product in Store N/A (no product extras) Out of Stock message displays
Hide Product in Store Track stock level disabled Out of Stock message displays
Hide Product in Store Show out of stock message Out of stock message displays
Hide Product in Store Allow backordering Out of Stock message displays
Hide Product in Store Hide Product in Store Out of Stock message displays

Product Bundles and Product Extras

Because they are composed differently than standard products and configurable products with options, it is important to keep the following details in mind when dealing with product bundles and product extras inventory.

Bundles Inventory

Bundles are products that are intended to group other products (bundle components) together. You cannot not track inventory on the bundle product itself, and instead you must track inventory on each separate bundle component. Kibo eCommerce automatically calculates whether or not a bundle is in stock and purchasable depending on the stock level and out of stock options for each bundle component.

Refer to Product Types for more information about bundles.

For example, you sell an Action Bundle that is composed of one of each of the following components each with their own available quantities and if out of stock behaviors:

Component Available Quantity Out of Stock Behavior
Waterproof Camera 5 Hide Product in Store
Action Jacket 3 Allow backordering
GPS Watch 5 Show out of stock message

Kibo eCommerce uses the component that has the least amount of available quantity to determine the total available quantity of the bundle. Using the above example, the available quantity of the Action Bundle is three, because there's only three available quantities of the Action Jacket.

Note:  You can create a bundle that is composed of more than one of each bundle component, for example 2 Waterproof Cameras, 2 Action Jackets, but only one GPS Watch. As you set the required quantity for each bundle component, keep in mind the interaction this has with your available inventory.

Bundle Out of Stock Behavior

If a bundle component has an out of stock behavior of Hide Product in Store, but the bundle itself has an out of stock behavior of Show out of stock message, Kibo eCommerce will still display the component as part of the bundle, but shoppers cannot purchase the bundle.

You can select the following If out of stock... behaviors for bundles: Show out of stock message, and Hide Product in Store. You cannot select Allow backordering because this is controlled at the component level.

Product Extras Inventory

Extras are product attributes that you can offer in addition to the product. You can create an extra that is another product in your catalog, making it a product extra.

When you track inventory on product and then assign the product as an extra, the product's inventory quantities will still be affected when shoppers purchase the product as an extra.

Refer to Product Attributes for more information about product extras.

When you add a product extra to a product, you can specify whether the extra is Required by Shopper to complete their purchase:

If you enable this setting, and the extra is out of stock, Kibo eCommerce displays an out of stock message on the base product's display page in the storefront and shoppers cannot purchase the base product.

Inventory Workflow Examples

Refer to the following examples for some common inventory workflow scenarios:

Back Ordering

The following example shows a situation in which you want to track negative inventory quantities in order to keep your inventory totals accurate at the end of each day after counting and entering incoming stock. Because you know that you're going to receive new stock, you also want to allow shoppers to backorder items, and you also want to mark items as fulfilled as necessary.

In the following example, you've already enabled Allow fulfillment without stock on hand for the location, and you've enabled Allow backordering for a specific product.

  1. You start with the following product inventory quantities:
    • Available: 0
    • On Reserve: 0
    • On Hand: 0
    • On Backorder: 0
  2. A shopper places an order for three of the product, which creates the following inventory quantities:
    • Available: 0
    • On Reserve: 3
    • On Hand: 0
    • On Backorder: 3
  3. You then mark two out of the three items as fulfilled in Kibo eCommerce:
    • Available: 0
    • On Reserve: 1
    • On Hand: -2
    • On Backorder: 3
    The -2 on hand quantity is essentially your fulfillment debt.
  4. You then receive five quantities of the product, and add this to your on hand quantity:
    • Available: 2
    • On Reserve: 1
    • On Hand: 3
    • On Backorder: 0
    Your fulfillment debt is subtracted from the on hand quantity, and Kibo eCommerce calculates the available quantity. The on backorder quantity also returns to zero, because you now have enough on hand quantity to fulfill the remaining on reserve quantity.
  5. You fulfill the remaining item:
    • Available: 2
    • On Reserve: 0
    • On Hand: 2
    • On Backorder: 0

Manual Inventory Adjustment

In the following example, you manually adjust your on hand quantity after performing an inventory audit, even after shoppers have placed orders for the product:

  1. You start with the following product inventory quantities:
    • Available: 3
    • On Reserve: 5
    • On Hand: 8
    • On Backorder: 0
  2. You then perform an inventory audit and manually set your on hand quantity appropriately:
    • Available: 0
    • On Reserve: 5
    • On Hand: 2
    • On Backorder: 3
  3. You mark one item as fulfilled:
    • Available: 0
    • On Reserve: 4
    • On Hand: 1
    • On Backorder: 3
  4. You mark three items as fulfilled:
    • Available: 0
    • On Reserve: 1
    • On Hand: -2
    • On Backorder: 3
  5. You then receive five quantities of the product, and add this to your on hand quantity:
    • Available: 2
    • On Reserve: 1
    • On Hand: 3
    • On Backorder: 0
  6. You fulfill the remaining item:
    • Available: 2
    • On Reserve: 0
    • On Hand: 2
    • On Backorder: 0