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How to Manage Product Inventory

Updated

Track and manage product inventory across multiple warehouse locations. Pulse Commerce provides real-time inventory visibility, automated stock level tracking, and tools to adjust quantities as needed.

Multi-Warehouse Support: Each SKU can have inventory at multiple warehouse locations, but must designate one location as the "Preferred Location" for order fulfillment.
📊 Understanding Inventory Tracking

Pulse Commerce tracks inventory in real-time across all warehouse locations. Each SKU maintains separate inventory counts per location with a unified view in the Product Editor.

Key Inventory Metrics

Metric Description
Qty. Available Quantity available to sell (On Hand minus Committed inventory)
Qty. on Hand Total physical inventory at the warehouse location
Qty. Backordered Quantity sold but not yet fulfilled due to insufficient stock
Qty. Committed Quantity allocated to existing orders but not yet shipped
Important: Inventory numbers shown in the Product Editor do not include inventory currently in transit between warehouses. Transfers are reflected only after they are received at the destination location.
🏢 Managing Warehouse Locations

Each SKU exists across all your warehouse locations but must have one designated as the preferred location for order fulfillment.

Preferred Location

The Preferred Location is the primary warehouse from which orders will be fulfilled when that SKU is purchased. The system uses this location's inventory and cost values for order processing.

How to Set Preferred Location

1Navigate to Products → Product Catalog Manager → Product Editor

2Search for and open the product you want to edit

3Click the Inventory tab

4In the Preferred Location column, select Yes from the dropdown for the desired warehouse

5Click Save Changes

Bulk Updates: You can also update preferred locations via Import/Export. Use the Product Import template's "Preferred Location" column (warehouse name) or the Product Warehouse Import template's "Is Preferred Location" column (yes/no).
📦 Setting Reorder Points and Stock Levels

Configure inventory thresholds to automate reordering and maintain optimal stock levels at each warehouse location.

Inventory Threshold Settings

Setting Purpose
Reorder Point Minimum inventory level that triggers inclusion in bulk purchase orders
Preferred Stock Level Target inventory quantity to maintain at this location

Access these settings in the Product Editor's Inventory tab. When available inventory drops below the reorder point, the SKU becomes eligible for bulk purchase orders, which will suggest ordering enough units to reach the preferred stock level.

Related: For information on creating purchase orders based on reorder points, see How to Create Bulk Purchase Orders.
✏️ Adjusting Inventory Quantities

Manually add or remove inventory when receiving stock, conducting physical counts, or correcting discrepancies.

Create an Inventory Adjustment

1Click Products in the top navigation bar

2Under the Inventory section, click Inventory Adjustments

3Select the Location (warehouse) where you're adjusting inventory

4Add products to adjust using one of these methods:

  • Enter SKU or scan barcode in the search fields
  • Use Add New Item to search by keyword or product name
  • Click Add Items in Bulk to paste multiple SKUs at once

5For each item, enter adjustment details:

  • Adjust Qty. By: Enter positive numbers to add inventory or negative numbers to remove inventory (e.g., "100" adds 100 units, "-50" removes 50 units)
  • New Quantity: Alternatively, enter the target quantity and the system calculates the adjustment automatically
  • Unit Cost: Cost per unit for this inventory (affects costing calculations)

6Add optional instructions or notes in the Instructions field

7Click Submit Adjustments to apply the changes

When to Use Inventory Adjustments

  • Physical inventory counts: Correct discrepancies found during cycle counts
  • Damaged goods: Remove unsellable inventory from stock
  • Found inventory: Add previously unaccounted stock
  • Initial stock setup: Add starting inventory for new products or warehouse locations
Important: Inventory adjustments are permanent and cannot be undone. Always verify quantities before submitting. For moving inventory between warehouse locations, use Inventory Transfer instead to maintain accurate tracking.
🔍 Viewing Inventory Information

Product Editor Inventory Tab

The most detailed inventory view is in Products → Product Catalog Manager → Product Editor → Inventory tab. This shows:

  • Inventory quantities for all warehouse locations
  • Preferred location designation
  • Reorder points and preferred stock levels per location
  • BIN number (physical warehouse location identifier)
  • Fixed cost per location
  • Regular and sale pricing

You can also view the Product History tab to view any Item Fulfillments or Adjustments made for this item: 

 

How to Search Inventory Adjustments

1Click Products in the top navigation bar

2Under the Inventory section, click Search Inventory Adjustments

3Use the Search Filters to look up adjustments by SKU, Location, or Receipt Number

4When a user clicks on a Receipt Number, the system opens the corresponding Inventory Adjustment record.

Quick Inventory Lookup

For a faster overview, use Products → Product Catalog Manager to search for products. The search results display current available quantity and allow you to quickly identify low-stock items.

💡 Inventory Management Best Practices

Set Realistic Reorder Points

Calculate reorder points based on your sales velocity and vendor lead times. A good starting point is: (Average daily sales × Lead time in days) + Safety stock buffer.

Regular Cycle Counts

Perform periodic inventory counts to verify system accuracy. Count high-value or fast-moving items more frequently than slow-moving stock. Use inventory adjustments to correct any discrepancies found.

Document Adjustments

Always use the Instructions field when creating inventory adjustments to record the reason (e.g., "Physical count 10/21/25" or "Damaged units - box crushed in warehouse"). This creates an audit trail for inventory changes.

Use Bin Numbers

Assign BIN numbers to products to identify their physical location within the warehouse. This significantly speeds up order picking and helps new warehouse staff locate items quickly.

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