Store: Stock Management

Stock Management helps you keep track of how many units you have of each store product (for example, balls, drinks, grips, or rental items).

⚠️Before you start using Stock Management, you must first create your product catalog and enable stock management configuration. For detailed instructions, refer to the article "Store Setup: Configure Your Products".

Managing Stock

From the Stock management tab, you can:

• Monitor and control your product inventory in real time
• Track available units for each product
• Add stock when new inventory arrives
• Review the complete history of stock movements for any item

Stock can have three different statuses: Sufficient, Low stock, or Out of stock. Click on each item to update units in stock.

Viewing stock history

Stock Management includes a per-product history that lets you review all stock movements

To view it:

1. Go to Stock management.
2. Find the product.
3. Open the 3-dot menu for that product.
4. Select Stock history.

From this view, you can also export the stock history of the selected product. Click on the three dots on the right while viewing a product's stock history, and you'll be able to export a CSV file with all movements.

Updating stock (common scenarios)

1) Receiving new inventory (restocking)

Use this when you receive a delivery or need to adjust stock to correct discrepancies between the system and your physical inventory.

• Find the product in Stock management
• Add stock to reflect the delivery

Best practice:

• Update stock immediately when items arrive
• Keep invoices or delivery notes for reference

2) Selling products through the POS

When you add items to the POS and complete the sale, stock is updated based on the transaction outcome.

What to expect:

• Playtomic Manager checks stock when you are about to pay.
• If an item is out of stock, it warns you.
• The sale is not blocked by the warning, so you can still proceed if needed.

Best practice:

• Treat “out of sock” warnings as a signal to restock or correct the stock count.
• If you sell an item that is physically available but shows out of stock, update the stock after the sale.

3) Marking a transaction as paid or saving it for later

Stock is deducted when you:

• Mark the transaction as paid
• Save the transaction for later

⚠️Because stock can be deducted when saving a transaction for later, avoid using “save for later” as a long-term holding area for incomplete sales.

FAQ

Should we stop sales if an item is out of stock?
You don't need to stop sales. You can either:

• Complete the sale when the item is physically available
• Correct the stock value afterward

How should we handle refunds?
If you refund an item, you should confirm whether the item is physically returned to inventory.

• If it is returned, increase the stock accordingly.
• If it is not returned (for example, damaged or consumed), do not restock.

What about “save for later” carts that are cancelled?

"Save for later" deducts the item from stock. If a saved transaction is cancelled, you may need to restock manually.

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