# Inventory

[![image.png](https://bookstack.iconography.co.uk/uploads/images/gallery/2024-09/scaled-1680-/cDXimage.png)](https://bookstack.iconography.co.uk/uploads/images/gallery/2024-09/cDXimage.png)

This tab is used to manage [Variants](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") and [Unique Stock Records](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records"). This contains all of the essential areas to manage Variant specific information, as well as pricing and stock.

Many of these fields are optional, and will either be left blank or set to a default during product setup. Mandatory fields and default values are marked with a \*.

> This section allows products to be edited individually; editing in bulk is done with other tools, such as the [CSV Upload](https://bookstack.iconography.co.uk/books/price-management/page/csv-upload "CSV Upload") or the [Bulk Updater](https://bookstack.iconography.co.uk/books/bulk-update "Bulk Update")

<p class="callout danger">It is also possible to delete Variants from this screen. When deleting a Variant, this action will also delete all associated stock.</p>

<p class="callout danger">Please note that while it is possible to change a SKU code from this screen, we strongly recommend against doing so. The SKU code is the unique identifier for your product. If this is changed, it may have wide ranging impacts on everything from Sales Orders through to Purchase Orders and Reporting. </p>

## Setup

### Variant

<table border="1" id="bkmrk-field-purpose-sku%2A-a" style="border-collapse: collapse; width: 100%; border-width: 1px;"><colgroup><col style="width: 50.053%;"></col><col style="width: 50.053%;"></col></colgroup><thead><tr><td>Field</td><td>Purpose</td></tr></thead><tbody><tr><td>SKU\*</td><td>*A unique identifier for the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

*If left blank, this will be auto populated*

</td></tr><tr><td>Barcode</td><td>*A unique barcode for the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

*If left blank, this will be auto populated*

</td></tr><tr><td>MPN</td><td>*Manufacturer's Part umber - this is used in [Purchase Orders](https://bookstack.iconography.co.uk/books/purchase-orders "Purchase Orders") when ordering stock from a [Supplier](https://bookstack.iconography.co.uk/books/categories/page/suppliers "Suppliers")*</td></tr><tr><td>Option (1, 2, 3)\*</td><td>*You may set up to three Variant Options; the can be free typed, or will be a drop down menu if you have populated the [Options ](https://bookstack.iconography.co.uk/books/categories/page/options "Options")tab*

*These are required if your product has multiple [Variants](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

</td></tr><tr><td>Quantity</td><td>*This will show the current stock level of the Variant (see Stock Management below)*</td></tr><tr><td>Variant Live</td><td>*Sets whether this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") is live*

*It is possible to have a Product with multiple Variants where some are not live*

*If all Variants are set 'Variant Live' to No, then the Product will be disabled.*

*Defaults to Yes*

</td></tr><tr><td>Allow Backorder</td><td>*This sets whether the [Product](https://bookstack.iconography.co.uk/books/categories/page/product "Product") may be sold without stock, e.g. [Sales Orders](https://bookstack.iconography.co.uk/books/sales-orders "Sales Orders") will be fulfilled by a back to back [Purchase Order](https://bookstack.iconography.co.uk/books/purchase-orders "Purchase Orders")*</td></tr><tr><td>Allow pre-order</td><td>*This will determine whether stock 'on the water', e.g. on a submitted [Purchase Order](https://bookstack.iconography.co.uk/books/purchase-orders "Purchase Orders") that has not yet been received, will be displayed as available stock on your website*</td></tr><tr><td>Tier &amp; Tiered Pricing</td><td>*Use this to set up tiered pricing; these permit quantity based price breaks for the Retail and Trade prices*

*Enter the quantity in the Tier field, and the appropriate prices*

*These work on an 'equal to or greater' basis, so if the Tier is set to 5, the price will apply if the customer purchases 5 or more of the item*

*It is possible to stack multiple Tiers*

</td></tr><tr><td>Retail (inc VAT)</td><td>*The selling price of the Variant*

*Defaults to 0*

</td></tr><tr><td>Trade (ex VAT)</td><td>*The trade price of the Variant*

*Defaults to 0*

</td></tr><tr><td>Price List Pricing</td><td>*Use this to set up pricing for this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") via [Price Lists](https://bookstack.iconography.co.uk/books/price-lists): [![image.png](https://bookstack.iconography.co.uk/uploads/images/gallery/2024-09/scaled-1680-/nVXimage.png)](https://bookstack.iconography.co.uk/uploads/images/gallery/2024-09/nVXimage.png)*

*Then enter a price for all applicable Price Lists*

*It is also possible to do this in bulk via the Price List controls*

  
</td></tr><tr><td>Cost Price (ex VAT)</td><td>*The cost price of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

*Defaults to 0*

*May be set per [Supplier](https://bookstack.iconography.co.uk/books/categories/page/suppliers "Suppliers") enabled for this Product*

*From this screen, it is also possible to manually amend the Cost Price of individual Stock Records linked to this Variant*

</td></tr><tr><td>RRP</td><td>*The RRP of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants"), to show on the website*

*Defaults to 0*

</td></tr><tr><td>VAT</td><td>*Select the VAT status of this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") - choose from:*

- *Standard*
- *Reduced*
- *Zero*
- *Exempt*

*VAT rates for Standard and Reduced are controlled via [Countries](https://bookstack.iconography.co.uk/books/countries "Site Settings")*

</td></tr><tr><td>Retail Offer (inc VAT)</td><td>*A retail offer price for the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") (this will supersede the Retail field), if enabled by the Offer Start/Expiry*

*Defaults to 0*

</td></tr><tr><td>Trade Offer (ex VAT)</td><td> *A trade offer price for the Variant (this will supersede the Trade field), if enabled by the Offer Start/Expiry*

*Defaults to 0*

</td></tr><tr><td>Offer Start</td><td>*Date from which the Retail/Trade Offer price should apply*

*If left blank, the Retail/Trade Offer price will apply unless an expiry date has been set in the past*

</td></tr><tr><td>Offer Expiry</td><td>*Date until which the Retail/Trade Offer price should apply*

*If left blank, the Retail/Trade Offer price will apply unless an start date has been set in the future*

</td></tr><tr><td>Postage Surcharge</td><td>*An additional cost which will be applied at delivery for all orders which include this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Free Shipping</td><td>*Determines whether this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") receives free shipping*

*This will only apply to orders within which all items have this enabled*

</td></tr><tr><td>Number of Cartons</td><td>*The number of Cartons in which this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") is delivered from your Supplier*

*This will determine the number of product labels which will be printed from the [Label Printing](https://bookstack.iconography.co.uk/books/label-printing) screen, or at [Goods In](https://bookstack.iconography.co.uk/books/goods-in)*

</td></tr><tr><td>Width (cm)</td><td>*Dimension of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Depth (cm)</td><td>*Dimension of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Length (cm)</td><td>*Dimension of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Height (cm)</td><td>*Dimension of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Volume (m3)</td><td>*Dimension of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Weight (Kg)</td><td>*Dimension of the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*</td></tr><tr><td>Variant image</td><td>*Use this to select a [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") specific image; this will be drop down list of [images](https://bookstack.iconography.co.uk/books/categories/page/media "Media") uploaded to this Product*

</td></tr><tr><td>Low Stock (order at)</td><td>*Use this to set a low stock threshold*

*If the stock level is below this level, a warning will be show on your website and the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") will appear within the [Low Stock](https://bookstack.iconography.co.uk/books/stock-reports/page/low-stock) report*

*This will also be used to drive [Replenishment](https://bookstack.iconography.co.uk/books/replenishment)*

</td></tr><tr><td>Low Stock (order to)</td><td>*Use this to set a minimum stock level*

*This will be used to drive [Replenishment](https://bookstack.iconography.co.uk/books/replenishment)*

</td></tr><tr><td>Lead time (days)</td><td>*Set the leadtime (total days) for the [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants"), e.g. to set*</td></tr><tr><td>Stock Text</td><td>*A label that will display on the [Product Detail Page](https://bookstack.iconography.co.uk/books/product-detail-page "Product Detail Page") if this [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") has been selected*</td></tr></tbody></table>

### Unique Stock Records

[Unique Stock Records](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records") can be created and managed from the Inventory tab. These will be displayed in a fold out section, below the main [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") to which they are linked.

<p class="callout info">The Customisations which define the Unique Stock Record will be displayed in this section; these are only shown within the CMS and POS.</p>

<table border="1" id="bkmrk-field-purpose-label-" style="border-collapse: collapse; width: 100%; border-width: 1px;"><colgroup><col style="width: 50.053%;"></col><col style="width: 50.053%;"></col></colgroup><thead><tr><td>Field</td><td>Purpose</td></tr></thead><tbody><tr><td>Label</td><td>A customer facing label for this *[Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*</td></tr><tr><td>Barcode</td><td>*A unique barcode for the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*

*If left blank, this will be auto populated*

</td></tr><tr><td>Retail (inc VAT)</td><td>*The selling price of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*

*Defaults to that set against the parent [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

</td></tr><tr><td>Retail Offer (inc VAT)</td><td>*The trade price of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*

*Defaults to that set against the parent [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

</td></tr><tr><td>Trade (ex VAT)</td><td>*The trade price of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*

*Defaults to that set against the parent [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

</td></tr><tr><td>Trade Offer (ex VAT)</td><td>*The trade offer price of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*

*Defaults to that set against the parent [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

</td></tr><tr><td>Cost Price (ex VAT)</td><td>*The cost price of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records")*

*Defaults to that set against the parent [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants"), and will be updated whenever this Unique Stock Record is ordered from a [Supplier](https://bookstack.iconography.co.uk/books/categories/page/suppliers "Suppliers") on a Purchase Order (this will not affect the [cost price](https://bookstack.iconography.co.uk/books/general/page/cost-prices "Cost Prices") stored against units of stock)*

</td></tr><tr><td>RRP</td><td>*The RRP of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records"), to show on the website*

*Defaults to that set against the parent [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants")*

</td></tr><tr><td>Quantity</td><td>*This will show the current stock level of the [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records") (see Stock Management below)*</td></tr><tr><td>Variant Image</td><td>*Use this to select a [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records") specific image; this will be drop down list of [images](https://bookstack.iconography.co.uk/books/categories/page/media "Media") uploaded to this [Product](https://bookstack.iconography.co.uk/books/categories/page/product "Product")*</td></tr><tr><td>Record Live</td><td>*This determines whether a [Unique Stock Record](https://bookstack.iconography.co.uk/books/categories/page/unique-stock-records "Unique Stock Records") is sellable, or if it simply exists to manage stock for a back to back [Purchase Order](https://bookstack.iconography.co.uk/books/purchase-orders "Purchase Orders")*

*Defaults to No*

</td></tr></tbody></table>

### Stock Management

It is possible to manually view adjust the stock of a [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants") from the Inventory tab.

This is done by clicking on the 'Quantity' box, which will open a pop up.

Within the pop up, adjust the stock levels in the [Locations](https://bookstack.iconography.co.uk/books/stores/page/locations) that need changing.

<p class="callout info">When amending stock levels manually from the Inventory tab, it is essential to enter a 'Reason for change', which will be recorded in the [Stock History Report](https://bookstack.iconography.co.uk/books/stock-reports/page/stock-history)</p>

<p class="callout info">If the Quantity button is followed by a '+ X', that indicates that there is stock of linked Unique Stock Records, e.g. [![image.png](https://bookstack.iconography.co.uk/uploads/images/gallery/2024-09/scaled-1680-/AXcimage.png)](https://bookstack.iconography.co.uk/uploads/images/gallery/2024-09/AXcimage.png)</p>



## Bookings

If a product is set to the 'Booking' product type on the [Product](https://bookstack.iconography.co.uk/books/categories/page/product "Product") tab, there will be some additional fields on the Inventory tab.

For more information see the [Booking](https://bookstack.iconography.co.uk/books/categories/page/booking "Booking") section.

<table border="1" id="bkmrk-field-purpose-time-s" style="border-collapse: collapse; width: 100%; border-width: 1px;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><thead><tr><td>Field</td><td>Purpose</td></tr></thead><tbody><tr><td>Time Slots to Book</td><td>*This allows a customer to book multiple slots simultaneously, e.g. set this to 2 to sell a pair of tickets*

*Defaults to 1*

</td></tr><tr><td>Time Slot Spans to Book</td><td>*This controls the duration of the booking*

*Defaults to 1*

</td></tr></tbody></table>

## FAQs

### Can I view Stock History for a Variant?

Yes, there is a link from the Inventory tab to the [Stock History](https://bookstack.iconography.co.uk/books/stock-reports/page/stock-history "Stock History Report") report.

### Can I view Price History for a Variant?

Yes, there is a link from the Inventory tab to the [Price History](https://bookstack.iconography.co.uk/books/log-reports/page/price-history) report.

### Can I set up different price points for different customers?

Yes, this is done on the Inventory tab of the [Product](https://bookstack.iconography.co.uk/books/categories/page/product "Product"), or within the [Price Lists](https://bookstack.iconography.co.uk/books/price-lists "Price Lists") section of the CMS.

### Can I view Stock on Order for a Variant?

This can be viewed on the Inventory tab - if stock is on order for a [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants"), a 'quantity on order' will be shown, along with a link that will open a pop up. That pop up will contain the details of the quantities ordered and the [Purchase Orders](https://bookstack.iconography.co.uk/books/purchase-orders "Purchase Orders") on which the Variant has been ordered.

### Can I view Reserved Stock for a Variant?

This can be viewed on the Inventory tab - if stock is reserved for a [Variant](https://bookstack.iconography.co.uk/books/categories/page/variants "Variants"), a 'quantity reservedr' will be shown, along with a link that will open a pop up. That pop up will contain the details of the [reservations](https://bookstack.iconography.co.uk/books/general/page/stock-reservation "Stock Reservation").