Stock Management

 Stock Management

You will find a section devoted to stock management and availability in your product files.

Before going into detail about the settings linked to stock management, here's a reminder of the main concepts relating to stocks and the Actinic system:
1) By default, all products with a stock level that is greater than zero are displayed in the catalog (and consequently available for sale).
2) By default, all products with a stock level that is less than or equal to zero are not displayed. However, this behavior can be modified for each product.
3) By default, it is impossible for your customers to order more products than are available in stock. If the stock contains 3 items, and a customer asks for 4 in the shopping cart, a warning message will indicate that there are only 3 items in stock and the quantity in the shopping cart will be automatically brought down to 3 items.
4) It is completely possible for the system not to take into account the stock level of one or several specific items (by using the "Show item if out of stock" and "Allow back orders" properties).
5) The stock level is automatically decreased at the time of order validation. This means that the stocks are adjusted as soon as the payment is considered to be valid.

Exception - Payment by Check: In the case of a payment by check, the stock level is decreased when the order is recorded so that no one can buy products that are theoretically no longer in stock. Therefore, it is not necessary to readjust the stock level when you receive the payment. However, if the payment is canceled (if the check is never received, for example), it is then necessary to readjust the stock level manually for each product in the order.

The stock management system is very flexible and should allow you to manage the large majority of imaginable cases.

Of course, it is your responsibility to update your stock levels in the system when you have been restocked by your supplier.
 Stock Management Settings

Quantity in Stock: This property reflects the current stock level of the product. The product is considered to be unavailable (out of stock) when the stock level is less than or equal to zero.

Low Stock: This property allows you to manage the limit below which you want to be warned that you need to restock a product. For example, you esteem that you have to have a minimum of 20 units of product X in stock to be able to respect your delivery times. You currently have 25 products in stock. A customer orders 3 products, and you are left with 22 products in stock. You will receive the customer order confirmation email, and that is the only email that you will receive. A few hours later, another customer orders 4 products. After their order, you are left with 18 products in stock (22 - 4 = 18). In this case, you are going to receive two emails: the customer order confirmation email which details the order and a second email alert specifying that your low stock limit of 20 products has been reached and that you should restock the product.

Days to Ship: Warning: The days to ship is not related to the shipping times because the shipping times will differ depending on the shipping option chosen during order check out. The days to ship field must be filled in for items requiring, for example, a manufacturing delay, a delay in the supplier order, or a waiting period before item dispatch. Typically, days to ship is the necessary restocking time if an item is out of stock. This delay is expressed in days.

Show that item is in stock: This option allows you to define if a text (modifiable, see below) should be displayed when the product is explicitly in stock.

Show stock level: As the name indicates, this option allows you to decide if the stock level should be visible by your customers in your catalog or your shop. It is often very smart and appreciated by your customers to provide accurate stock levels. This reassures them and has a big influence on the purchase of certain types of products or on impulse buys. The stock level is only displayed if it is greater than zero.

Show item if out of stock: This option allows you to publish the product in the catalog or shop even if it is unavailable. In other words, your customers can continue to view products that are no longer in stock. Warning: This doesn't mean that they can buy these products in your shop. To activate that possibility, see the following option.

Allow back orders: This option is used in conjunction with the previous option. By activating this option, a product that is no longer in stock is still available for purchase. In this case, you must be sure that you can be rapidly supplied with these products. Use this option with caution.

Unavailability Reason: When a product is out of stock and you have decided to show it in your catalog or shop, you can indicate the reason that the product is unavailable using 3 customizable texts (These default texts are globally customizable within the components, see below).

Show Days to Ship: This option allows you to activate the 'days to ship' display of a product in the catalog or shop. This option is particularly interesting to use when a product is no longer in stock but is still available for purchase. This gives the buyer precise information and they can then approximately determine the time it will take before their order is ready to be shipped.
 Modifying and Customizing Text

Most of the displayed texts contained within the framework of the stock management module can be modified. To do this, go to the text management page of the shopping cart (shop) or the catalog.

For the shopping cart, this page is accessible through the [Commerce/Shopping Cart (Shop)] menu, then by clicking on the "Component - Text" tab. Next, simply modify the associated texts (numbers 25 to 30).

For the catalog, this page is accessible through the [Commerce/Catalog (Brochure)] menu, then by clicking on the "Component - Text" tab. Next, simply modify the associated texts (numbers 8 to 13).

For example, for the default text "In Stock", you may decide to use HTML code to display this text in bold font with red characters, like this:

<FONT color="red">***IN STOCK***</FONT>

You can also use small images. To make sure that your design remains attractive, it is highly recommended to use small transparent images in GIF format. To do so, upload your image to your site's image gallery and use the following code, replacing the file name as indicated in the following help topic: How do I find the URL address of the images in my site?

<IMG src="Files/12345/InStock.gif" border="0">

In all instances, test your modifications and use short texts so that they don't negatively impact the layout of your catalog or shop.

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