Deducting stock after a sale

When you sell something, Ritevo does not lower the product's warehouse stock by itself. You do it with one click in the order or leave it to an automatic action, for example after the order is paid. Below we explain how to do it, what happens when there is not enough goods and where to check the result.

How to deduct stock

Open the order you want to deduct stock for.
Above the order lines, click the Deduct warehouse stock button. A list with four options opens.
Pick what to do if a product is short in the warehouse. Hover over the info icon next to an option for a short explanation; the full description is below.
Clicking an option deducts the stock right away - there is no extra confirmation. After a few seconds the result appears next to each line, in the Stock deduction column.

To deduct stock automatically, add the Deduct warehouse stock step to an order action and pick one of the same options in it. The step works exactly like the button.

How the deduction works

Linked lines only - we deduct stock only for lines linked to a product. A line without a link stays unchanged and gets the Not linked status. If you link it later and deduct again, all lines of the order are deducted again - also the ones already deducted.
Deleted or inactive product - such a line is not deducted. It gets the Skipped - product deleted or Skipped - product inactive status.
Every click deducts again - earlier deductions show in the line history, but they do not block the next one. If you click twice or two actions do the same, the stock goes down twice.
Each line separately - in one order one line can be deducted and another not, for example when it is not linked or short of goods. The only exception is the Deduct nothing in the order option.
Several stocks of one product - a product can have several stocks, for example one per warehouse. We deduct from the largest first, then from the next. Example: a product has two stocks of 5 pieces and the order is for 10 - both stocks drop to 0. Stocks marked as deleted are skipped entirely: they do not count towards the available quantity and we never change them.
Stock below zero - stock can drop below zero if you pick Deduct anyway (stock goes below zero). Such a product is easy to find: on the Products list, in the Stock column, a number below zero, for example -1, is shown in red. Do not confuse it with the No stock badge - that marks a product with no stock at all.

When stock is not enough

Deduct anyway (stock goes below zero) - we deduct the whole ordered quantity, even if there is not enough goods. The missing part is recorded as a minus on the largest stock. Example: two stocks of 5 pieces, an order for 11 - one stock has 0, the other -1. If the product has no stock at all, there is nothing to deduct from - we only record how much was missing.
Deduct what is there (stock stops at zero) - we deduct only as much as is in the warehouse and the stock stops at 0. How much was missing shows in the line history.
Skip line - a line that is short of goods stays unchanged and gets the Skipped - not enough stock status. The other lines are deducted as usual.
Deduct nothing in the order - if even one line is short of goods, nothing is deducted in the whole order. That line gets Skipped - not enough stock and the others Cancelled - another line stopped the deduction. Useful when the order should be deducted in full or not at all.

Result on the line

After a deduction, each line shows the result of the latest deduction in the Stock deduction column. The icon next to it opens the Stock deduction history: every deduction of this line with its date, how much was deducted, how much was missing and any error. The result is also in the orders audit. What the statuses mean:

Deducted - we deducted the whole ordered quantity.
Deducted, short - we deducted, but there was not enough goods. Depending on the option, the missing part went into the minus or the stock stopped at 0.
Skipped - not enough stock - there was not enough goods, so this line was not deducted.
Not linked - the line is not linked to a product.
Skipped - product deleted - the linked product is deleted.
Skipped - product inactive - the linked product is inactive.
Cancelled - another line stopped the deduction - this line could be deducted, but another one was short with the Deduct nothing in the order option, so nothing was deducted in the whole order.
Error - the deduction failed and nothing was deducted. You will see the reason in the line history.

When stock changes

A product's stock changes only for lines with the Deducted or Deducted, short status. For Ritevo it is a regular stock change - the same as after a fetch from the wholesaler - even if the number comes out the same (for example the stock was already 0). Whether a line linked to an active product changes stock depends on the chosen option:

Deduct anyway (stock goes below zero) - always changes stock.
Deduct what is there (stock stops at zero) - always changes stock, down to 0 at most.
Skip line - changes stock only when there is enough goods for this line.
Deduct nothing in the order - changes stock only when there is enough goods for every line of the order.

Stock certainly stays unchanged when:

the line is not linked to a product,
the product is deleted or inactive,
goods are short and you picked Skip line,
even one line is short and you picked Deduct nothing in the order - then nothing changes in the whole order,
the deduction ended with an error,
the product has no stock at all,
the stock is marked as deleted.

What is not there yet

It does not reserve goods - it deducts stock right away.
It does not deduct a single line - every use covers the whole order.
It does not give stock back after an order is cancelled or returned - correct the stock by hand in the product.
It does not send changed stock to shops or marketplaces yet.