Stock Management Overview
Effective stock management is crucial for marketplace success. Bee Local provides comprehensive inventory tracking tools to help you monitor product quantities, avoid overselling, and maintain customer satisfaction.
Key Features
- Real-time Tracking: Automatic stock level updates with every sale
- Low Stock Alerts: Notifications when products run low
- Bulk Updates: Manage multiple products at once
- Sales Analytics: Track which products sell fastest
- Automatic Hiding: Out-of-stock items automatically hidden from customers
- Restock Reminders: Never run out of popular items
Getting Started with Stock Management
1
Access Your Vendor Dashboard
Log into your business account and navigate to your marketplace vendor dashboard.
2
Go to Product Management
Click on "Manage Products" or "Inventory" from your vendor menu.
3
Review Current Stock
See all your products with current stock levels displayed in an easy-to-read table.
Adding Products with Stock Information
When adding new products to your marketplace store, you'll need to set initial stock levels:
Required Stock Fields
| Field | Description | Example |
|---|---|---|
| Initial Quantity | How many units you have in stock | 25 |
| SKU (Optional) | Your internal product code | HON-001 |
| Low Stock Alert | Alert when stock drops below this number | 5 |
| Track Inventory | Enable/disable stock tracking for this product | Yes |
Important
Always enable inventory tracking for physical products. Digital products or services may not need stock tracking.
Understanding Inventory Tracking
Our system automatically tracks inventory changes based on customer orders:
Automatic Stock Reduction
- Order Placed: Stock is immediately reserved
- Payment Confirmed: Stock is permanently deducted
- Order Cancelled: Stock is automatically restored
- Refund Processed: Stock is returned to available inventory
Stock Status Indicators
- In Stock: Quantity above low stock threshold
- Low Stock: Quantity at or below alert level
- Out of Stock: Zero quantity remaining
- Backorder: Accepting orders despite zero stock
Updating Stock Levels
There are several ways to update your inventory:
Individual Product Updates
- Go to your Product Management dashboard
- Find the product you want to update
- Click "Edit" or the quantity field
- Enter the new stock quantity
- Add a note explaining the change (optional)
- Save your changes
Quick Stock Adjustments
For common scenarios:
- Received New Stock: Add to existing quantity
- Damaged Items: Subtract from existing quantity
- Returns/Exchanges: Adjust based on condition
- Inventory Count: Set exact quantity after physical count
Low Stock Alert System
Never run out of popular products with our intelligent alert system:
Alert Features
- Email Notifications: Instant alerts when stock drops below threshold
- Dashboard Warnings: Visual indicators in your vendor dashboard
- Sales Velocity: Alerts based on how fast items are selling
- Seasonal Adjustments: Different thresholds for peak seasons
Setting Up Alerts
- Edit any product in your inventory
- Set "Low Stock Alert Level" (typically 10-20% of maximum stock)
- Choose notification preferences (email, dashboard, both)
- Save settings - alerts will activate immediately
Recommended Alert Levels
| Product Type | Alert Level | Reasoning |
|---|---|---|
| Fast-moving items | 25% of max stock | Time to reorder before running out |
| Seasonal products | 30% of max stock | Higher demand periods |
| Slow-moving items | 5-10 units | Maintain minimum display stock |
| Custom/Made-to-order | 2-3 units | Production time buffer |
Bulk Stock Management
Manage multiple products efficiently with bulk operations:
Bulk Update Options
- Select Multiple Products: Use checkboxes to select items
- Increase All: Add same quantity to multiple products
- Decrease All: Reduce stock across selected items
- Set All to Same Level: Standardize stock levels
- Apply Percentage Change: Increase/decrease by percentage
Common Bulk Scenarios
- New Delivery Arrived: Add quantities to multiple products
- End of Season Sale: Reduce stock across category
- Inventory Audit: Update all quantities after physical count
- Supplier Issues: Mark multiple items as out of stock
Bulk Update Safety
Always review bulk changes before applying. Use the preview feature to see exactly what will change before confirming.
Stock Management Best Practices
Daily Practices
- Morning Stock Check: Review overnight orders and current levels
- Process Orders Quickly: Update stock for shipped items
- Monitor Alerts: Respond to low stock notifications promptly
- Track Popular Items: Identify fast-selling products for priority restocking
Weekly Practices
- Inventory Audit: Physical count of key products
- Reorder Planning: Plan purchases based on stock levels and sales velocity
- Product Performance Review: Identify slow-moving stock
- Update Seasonal Items: Adjust stock levels for seasonal changes
Monthly Practices
- Complete Inventory Count: Full audit of all products
- Review Alert Thresholds: Adjust based on sales patterns
- Analyze Stock Turnover: Identify opportunities for improvement
- Plan for Upcoming Events: Prepare stock for known busy periods
Common Mistakes to Avoid
- Overstocking: Tying up capital in slow-moving inventory
- Understocking: Missing sales due to out-of-stock items
- Ignoring Seasonality: Not adjusting for seasonal demand patterns
- Poor Record Keeping: Not tracking why stock levels changed
- Delayed Updates: Not updating stock promptly after sales or deliveries