Handle low stock, overselling and preorders in FlexiPOS
What the stock tags mean and what to do when an item has run out
FlexiPOS warns you about low stock, lets you add an item that has run out, and handles items that are on preorder. This article explains each case and what the terminal asks you to do.
Before you start
- Stock tags only appear for items that have Track inventory switched on in the Store Portal. Items that don't track stock never show a tag or a warning. See track stock and allow preorders.
- Whether an out-of-stock item is a preorder depends on the Preorder setting on the item, not on anything you do at the terminal.
What the tags mean
| Where | Tag | Meaning |
|---|---|---|
| Item tile | Low stock | Stock is at or below the low-stock level set on the item. |
| Item tile | Out of stock | Nothing available. |
| Item tile | Preorder | Out of stock, but the item accepts preorders. |
| Size window | 12 available | Plenty in stock. |
| Size window and cart | 3 left | Low stock, with the number remaining. |
| Size window | Out of stock or Preorder | As above, for that size. |
Add an item that is out of stock
FlexiPOS never blocks a counter order because stock has run out. It asks you to confirm instead.
- Tap the item. For an item without sizes, a window titled This item is out of stock opens and says 0 in stock, this sale will exceed available stock.
- For an item with sizes, choose the size. The button changes to Oversell item, in red. Tap it to see This size is out of stock.
- Tap Sell anyway to add it, or Cancel to go back.
If you ask for more than is in stock, for example 3 when 1 is left, the window reads This size doesn't have enough stock and tells you how many are in stock.
In the cart the line carries an Overselling tag. If you raise the quantity with + past what was in stock, the tag counts the extra, such as 2 overselling. The customer takes the item with them, so there is no pickup step, and stock in Inventory goes below zero until you adjust stock levels.
Add a preorder item
- Tap an item tagged Preorder, or choose a size marked Preorder and tap Preorder item.
- Read the Item on preorder notice. If the shop added a note to the item it appears as Note from shop.
- Tap Add to cart. The cart line shows a Preorder tag.
- Tap a payment method. If the shop has more than one pickup location, Preorder pickup location opens. Choose where the customer will collect and tap Continue. Each location shows its collection days and hours, and a note such as Year 3 only where it's limited. With one location, FlexiPOS uses it without asking.
- Enter the customer's email address when asked. Preorders always ask for one and can't be skipped, unless a student is already attached to the order.
The pickup location shows on the cart line and prints on the receipt as Collect from. Preorder items wait for stock; see orders waiting on stock.
Bundles
If an item inside a bundle is out of stock or on preorder, the same warnings appear next to that item. A bundle that contains a preorder item with no stock can't be sold at the terminal.
Keep stock figures up to date
FlexiPOS loads stock when you open Shop and again after every order on that terminal. It doesn't update when another terminal takes an order. Tap the refresh icon next to the search box to reload; Last synced shows when it last did. Size details can be up to five minutes old until you refresh.
Good to know
- An order on another terminal can use up stock you can still see here. Refresh before you promise the last item.
- If stock can't be checked when you take payment, the order doesn't go through and the terminal shows Stock could not be checked. Try again. Start the payment again.