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How to Update Stock Levels

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and the free trial Store owner, or a team member with Products access (Edit to change stock). Stock alerts: store owner, or a team member with Store settings & administration access About 5 minutes per product, 10 minutes to set up an alert Beginner

Summary

Overview: Prosperna keeps a separate stock count for each product at each of your store locations. You can add or remove stock on a product's page, update many products at once from the Inventory list, mark products as always in stock, hide products automatically when they sell out, and get an email when stock runs low.

Prerequisites:

  • A store on the Launch, Grow, Scale or free trial plan.
  • Store owner access, or a team member with Products access (Edit).
  • At least one physical product. Digital products don't have stock. See How to Add Your First Product.

Step-by-Step Instructions

Step 1: Know how stock changes by itself

  • Stock is counted per store location. On the Inventory list, the Quantity column shows the total for all locations (and for all variants of a product with variants).
  • Orders take stock away from the store location the customer ordered from:
    • When the order is placed, for Cash on Delivery, Cash on Pickup, Bank Transfer, Credit / Debit Card, Manual Payments and Pay by Invoice.
    • When the payment is confirmed, for E-Wallets, Over the Counter, Pay with Stripe and payments through Xendit. An online order that is never paid doesn't take stock.
  • Stock isn't put back automatically when you decline, cancel or delete an order. The only exception is a Manual Payments or Pay by Invoice order that you mark Declined Payment. See How to Cancel or Refund an Order.
  • Customers can't buy more than you have. When a product (or the chosen variant) has no stock left, its Add to Cart button changes to Out of Stock and can't be clicked.

Step 2: Add or remove stock on a product's page

  1. In the sidebar, click Products, then Inventory.
  2. Click the product's name, or click ... and then Edit.
  3. Scroll to Multilocation Inventory. It lists each Store Name with its Available Stock Quantity.
  4. In the Update Quantity column of a location, type how many units to add, for example 5. To remove units, type a minus sign, for example -5. You can also use the - and + buttons.
  5. Click Update on that row. You see Successfully updated stock quantity.

The number you type is added to (or taken from) the current stock. It doesn't replace it. The change is saved as soon as you click Update, even if you leave the page without clicking Save.

Products with variants: the Multilocation Inventory section is hidden. In the Product Variants table, click Add Qty. on a variant, set the stock for each store location, click Update, then click Save on the product. See How to Add Product Variants.

Step 3: Update many products at once

  1. On the Inventory page, tick the products you want to change.
  2. Click More, then Update Quantity.
  3. In Bulk Update Quantity, type the new total for each product, or use - and +. Click the arrow next to a product with variants to change each variant.
  4. Click Save. You see Successfully updated stock quantities.

Unlike Step 2, here you type the new total, not the amount to add. See How to Manage Your Inventory for how bulk changes are shared between store locations.

Step 4: Stock a product at another store location

If your store has more than one active store location:

  1. On the Inventory page, open the filter panel and choose the location under Store Location.
  2. Click Add Products to Location, tick the products, and click Confirm.
  3. You see Successfully added products to location.

The products are published at that location. A product that wasn't at that location before starts with 1 unit there, so set the real stock with Step 2.

You can also click Manage Locations in a product's Multilocation Inventory section to choose which locations carry it. See How to Add Your First Product.

Step 5: Mark a product as always in stock

Use this for products that never run out, such as made-to-order items.

  1. Open the product (Step 2).
  2. Switch on Always in Stock ("Enable to set the product inventory as always available to be purchased.").
  3. Click Save.

The product's stock shows as Infinite. Orders no longer reduce its stock, and you can't change its quantity in Bulk Update Quantity. To track stock again, switch Always in Stock off.

Step 6: Hide a product automatically when it sells out

  1. Open the product (Step 2).
  2. Switch on Unpublish When Out of Stock ("Enable to automatically hide products that have zero inventory or is out of stock.").
  3. Click Save.

When an order brings the product's stock at a store location to 0, the product is unpublished at that location only. Customers ordering from your other locations can still buy it there. For a product with variants, it is unpublished at a location once every variant there is at 0.

The product is not published again automatically when you add stock. After restocking, publish it again. See How to Edit, Publish or Delete a Product.

Step 7: Get an email when stock runs low

  1. In the sidebar, click Settings, then Messaging.
  2. Click Alerts in the side menu.
  3. Click Add Alert.
  4. Under Type, choose:
    • Low Stock: set Threshold (at least 1) units. The alert lists items with that many units or fewer.
    • Out of Stock: lists items with no stock. Threshold is fixed at 0.
  5. Type an Alert Name (up to 100 characters).
  6. Under Alert Frequency, choose Daily, Weekly (tick the days under Run alert on the following days) or Monthly (choose a Day of month from 1 to 28). Then set the Run time.
  7. Under Email Settings:
    • Recipients: type an email address and press Enter or Space. Add up to 5.
    • Email Subject: up to 60 characters, for example Low Stock Alert - Action Required.
    • Email Message (optional): a message to show in the alert email.
  8. Click Save.

Note: This alert monitors all products, variants, and categories across all your store locations.

At each run, if any items match, the recipients get an email listing each product, its variant and store location, and how many items are left, with a Re-stock Product button. If nothing matches, no email is sent.

Manage your alerts: the Alerts table shows each alert's Alert Name, Type and Status (Enabled or Disabled). Click ... to Edit, Disable or Enable, or Delete an alert. Deleting asks you to confirm: Are you sure you want to delete this alert? This alert will be permanently deleted and all scheduled notifications will be canceled.

Verify It Worked

Success criteria:

  • After Update, you see Successfully updated stock quantity. and Available Stock Quantity shows the new number.
  • The Quantity column on the Inventory page shows the new total.
  • The change appears on the Inventory History page. See How to View Inventory History.
  • A new alert appears in the Alerts table with the status Enabled.

Troubleshooting

Common errors

  • "Invalid number." under Update Quantity: you're removing more units than the location has. Stock can't go below 0. Enter a smaller number.
  • The Update button is greyed out: type a number other than 0 first.
  • "Digital products and products marked as Always in Stock cannot have their quantities updated.": every product you ticked in Step 3 is digital or always in stock. Switch off Always in Stock on the product first.
  • I can't find Multilocation Inventory on the product page: the product has variants (use Add Qty. in Product Variants), or it's a digital product, which has no stock.
  • A sold-out product is still showing in my store: Unpublish When Out of Stock wasn't on, or the stock reached 0 because you changed it by hand. Only orders trigger it. Unpublish the product yourself.
  • A restocked product isn't showing in my store: Unpublish When Out of Stock unpublished it. Publish it again.
  • "Required"* on the alert form: fill in Alert Name, Run time, Recipients and Email Subject, and pick at least one day for Weekly or a Day of month for Monthly.
  • "Minimum value is 1": a Low Stock threshold must be 1 or more.
  • "Maximum 5 recipients allowed", "Please enter a valid email address (e.g., name@domain.com)" or "This email has already been added": fix the Recipients list.
  • I didn't get an alert email: nothing matched at the run time, or the alert is Disabled. Alerts only check products that are published at a store location, and skip digital and always-in-stock products.

Limitations & considerations

  • The Inventory page itself doesn't flag low stock. Use stock alerts (Step 7), or sort by Quantity.
  • Unpublish When Out of Stock works per store location and never republishes a product. Turning on variants for a product switches it off. Switch it on again if you still want it.
  • Stock changes for variants made with Add Qty. or Bulk Update Quantity don't appear in Inventory History.
  • You can't change an existing alert's Type. To switch between Low Stock and Out of Stock, create a new alert.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/10/2026