Stock and low-stock alerts

Store › Stock lists every item whose stock is tracked, for products that are not archived. For each item it shows:

• On hand: the units you have.
• Held for checkout: units in checkouts that have not finished yet.
• Available: on hand less held for checkout, which is what buyers can still buy.
• Reorder point and Quantity to order, described below.
• On order: units on purchase orders that are ordered or partly received and have not arrived yet. Drafts are not counted.
• Average cost and Stock value: on hand times the average cost per item. An item with no cost has no value and is left out of the total.

The line under the list gives the number of tracked items, the units on hand and what they are worth at average cost.

Low stock lists items whose available stock is at or below their reorder point, furthest below it first. Out of stock lists items with nothing available. Search matches product and variant names, SKUs and barcodes. Export CSV downloads the list as it is filtered and searched.

Select an item's name to open its product's stock history.

When the Store keeps stock in more than one place, the list can show one location's stock, and On hand is the total at every location; see Stock locations and transfers.

Reorder points

A reorder point is the available stock at which an item counts as low. Click the value under Reorder point on Store › Stock, or on a product's Stock page, type a number and press Enter. Leave it empty to remove it. A reorder point of 0 makes an item low only when nothing is available.

Quantity to order is how many to order when the item is low. Purchase orders use it when you choose Add low-stock items; see Suppliers and purchase orders.

Counting stock in the Magpie app

In the Magpie app, open Store and choose Stock count. It lists every item whose stock is tracked, for products that are not archived, with the number on hand in Magpie. Items that sell licence keys are not listed, because their stock is their unused keys. Team admins and members with the Manage stock permission can count stock; see Who can work in Store.

If the Store keeps stock in more than one location, choose the location you are counting first. The list then shows the number on hand at that location, and the count will change the stock only there. To count another location, choose it under Location; counts already entered for the first location are cleared. See Stock locations and transfers.

To count an item:

1. Choose Scan and point the camera at the item's barcode, or search the list by name, SKU or barcode and select the item. The scan screen also has a field for typing a barcode or SKU.
2. Enter how many you counted and choose Save count, or Save and scan next after a scan.

An item's barcode is set under Price and inventory on its product page. An item shows Not counted until you enter a number. To change a count, select the item again; Remove from count takes it out of the count.

When you have finished, choose Review count. It lists each counted item with the change to its stock, and every tracked item you have not counted. Items you have not counted will keep their stock. Choose Submit count.

Submitting will set each counted item's stock (at the location counted) to the number you entered. Each change is recorded in the item's stock history as a Stock count correction, with who counted. If one item cannot be changed, for example because the number counted is below what checkouts hold, nothing in the count is changed and the message names the item. Submitting again after a lost connection does not apply the count twice.

The count is kept in the app until you submit it or close the app.

Low-stock alerts

When an item's available stock falls to its reorder point, the team's admins and owner get an email listing the items now low, and a notification in the Magpie app on their phones. Alerts are sent within a few minutes of the change.

Each item is reported once. It is reported again only after its available stock has gone above its reorder point and fallen to it again, for example after you receive stock. Setting a reorder point that the stock is already at or below sends no alert; the item appears under Low stock.

Stock held by a checkout counts, so an item can be reported while buyers are paying for it.

To stop the alerts, turn off Low-stock alerts in Store settings. Items that fall to their reorder point while it is off are not emailed when you turn it on again; they are listed under Low stock.

If an alert does not arrive, check that the item tracks stock, is for sale, and has a reorder point, and that Low-stock alerts is on. For anything else, Contact support.