Stock Inquiry
Table of Contents
- 1. Use Cases — 5 common scenarios
- 2. Feature Guide — Search & Filters / List Columns / Quick Actions / Batch Actions
- 3. FAQ — 12 FAQs + Important Notes
- 4. Related Features
1. Use Cases
Quick Links: Expiry Management | Batch Tracking | Holding Inventory | Stocktaking | Product Lookup
Scenario 1: Expiry Management - Find Inventory Expiring Soon
Situation: At the beginning of each month, you need to check inventory expiring within the next 30 days and prioritize shipping it out.
How to do it:
- Click "Add filter"
- Select "Expiration Date" and set the range from today to 30 days later
- Click "Export" to export the list
Result: The list shows inventory expiring soon. When the export finishes, the file downloads automatically and can be handed to your supervisor to prioritize outbound.
Scenario 2: Batch Tracking - Handling a Product Recall
Situation: You are notified that a certain batch needs to be recalled, and must quickly find all inventory of that batch and prevent it from shipping.
How to do it:
- Click "Add filter"
- Select "Batch" and enter the recalled batch number
- Check the matching inventory records and click "Batch Hold" to hold them
- Record the quantities and report to your supervisor
Result: Held inventory will no longer be allocated to new orders, so you can safely wait for the recall process.
Scenario 3: Holding Inventory - Prevent Specific Stock from Shipping
Situation: A merchant notifies you that a product is temporarily suspended from sale. You need to block the stock until further notice.
How to do it:
- Use the search box or filters to find the inventory record
- Click the lock icon (Hold) in the "Actions" column
- Enter the hold quantity and reason in the popup
- Confirm and submit
Result: The held amount appears in the "Held Quantity" column and is deducted from "Available Quantity", so new orders will not allocate this stock.
Scenario 4: Stocktaking - Export an Inventory List for Counting
Situation: During monthly stocktaking, you need to print an inventory list for a specific merchant.
How to do it:
- Click "Add filter"
- Select "Merchant" → choose the merchant to count
- Click "Export"
- Print the downloaded Excel list and start counting
Result: When the export finishes, the file downloads automatically and can be used to verify physical stock item by item.
Scenario 5: Look Up All Inventory of a Product
Situation: Your supervisor asks how much inventory a product currently has and which batches it is distributed across.
How to do it:
- Enter the product SKU or name in the search box
- Press Enter to search
- Review the quantities and batch information in the list
Result: The list shows all inventory records of the product across batches, expiration dates and inventory types.
2. Feature Guide
The stock inquiry page is the core tool of your daily work. Checking stock before picking, verifying system quantities during stocktaking, investigating discrepancies, and finding soon-to-expire inventory all start here. It shows real-time inventory for all products. You can quickly filter by merchant, product, batch, expiry and more, and act directly on a single record to hold, adjust or transform it.
Quick Links: Search & Filters | Data List | Quick Actions | Batch Actions
2.1 Search & Filters
Search Box
- Location: Top of the page
- Searchable fields: Product SKU, Product Name, Batch, Inventory Custom Attributes
- Usage: Type a keyword and press Enter; partial keywords are supported
- Tip: You can scan a SKU barcode directly with a scanner
Filters
Click "Add filter" to use the following filters:
| Filter | Description | Usage |
|---|---|---|
| Merchant | Filter inventory of specific merchants | Dropdown, multi-select (pinned by default) |
| Product SKU | Filter specific products | Enter SKUs, multiple supported (pinned by default) |
| Product Name | Filter by product name | Enter names, multiple supported |
| Inventory Type | Filter by inventory type (good, defective, etc.) | Dropdown, multi-select |
| Batch | Filter by batch number | Enter batch numbers, multiple supported |
| Expiration Date | Filter by expiry range | Select start and end dates |
| Manufacturing Date | Filter by manufacturing date range | Select start and end dates |
2.2 Data List
Columns
| Column | Description | Notes |
|---|---|---|
| Product | Product name and SKU | Click to open the product detail page |
| Inventory Type | Inventory classification (good, defective, etc.) | - |
| Batch | Batch number | Shows "-" if none |
| Inbound Source | The inbound this stock came from | Click to open the inbound; received date shows below |
| Expiration Date | Product expiry date | Sortable; shows "-" if none |
| Manufacturing Date | Manufacturing date | Sortable; shows "-" if none |
| Inventory Custom Attributes | Extra attributes defined by the merchant | Shown as tags |
| Quantity | Total quantity of this record | - |
| Available Quantity | Quantity available for new orders | See quantity relationship below |
| Pending Putaway | Received but not yet put away to a shelf | Click to view the product's inventory distribution when greater than 0 |
| Allocated Quantity | Reserved by orders | Click to view the locking orders when greater than 0 |
| Held Quantity | Quantity blocked via the hold feature | Shown as an orange tag when greater than 0 |
| Status | Inventory status | See status description below |
| Merchant Name | Merchant that owns the stock | Always verify before operating |
| Actions | Per-row quick action buttons | See 2.3 |
Quantity Relationship
Formula: Available Quantity = pickable (put-away) quantity − Allocated Quantity − Held Quantity
- Quantity: total physical amount in the warehouse
- Pending Putaway: received but still in staging without a shelf location. It cannot be shipped because pickers would not know where to find it — put-away must be completed first
- Allocated Quantity: reserved by orders, waiting for picking and shipping
- Held Quantity: manually held, temporarily not open for sale
- Available Quantity: what new orders can still use
Inventory Status
| Status | Color | Description | Can Ship |
|---|---|---|---|
| In Stock | Green | Normal, usable | Yes |
| Out of Stock | Gray | Quantity is 0 | No |
| Blocked | Red | Inventory is blocked | No |
List Features
- Sorting: click column headers to sort
- Column settings: click the settings icon at the top right to customize visible columns
- Pagination: rows per page is adjustable
2.3 Quick Actions
The "Actions" column of each row provides the following icon buttons:
| Action | Description |
|---|---|
| View Inventory | Open a popup with full details and shelf distribution of this record |
| Hold | Hold part of the quantity so new orders cannot allocate it (shown only when available quantity is greater than 0) |
| Quick Stock Adjustment | Create a stock adjustment directly for this record |
| Quick Inventory Transformation | Create an inventory transformation directly for this record (change batch, expiry, inventory type, etc.) |
2.4 Batch Actions
▸ Batch Hold
- Check the inventory records to hold
- Click "Batch Hold"
- Set the hold quantity and reason in the popup and submit
▸ Export Inventory Data
- Set filters to narrow the scope (optional)
- Check the records to export (if none are checked, all records matching the filters are exported)
- Click "Export"
Result: When the export finishes, the Excel file downloads automatically. If you switched to another page, open the "Background Tasks" panel and click "Download".
3. FAQ
Quick Links: FAQ | Important Notes
3.1 FAQ
▪ What is an "inventory record"?
An inventory record represents stock under a specific combination of:
- a specific merchant
- a specific product
- a specific inventory type
- a specific batch
- specific expiration / manufacturing dates
- a specific set of custom attributes
One product may have multiple inventory records (different batches, different expiry dates). This design lets every batch be tracked independently, which is what makes recalls and first-expired-first-out possible.
▪ How do "Quantity", "Available Quantity", "Allocated Quantity" and "Held Quantity" relate?
Formula: Available Quantity = pickable (put-away) quantity − Allocated Quantity − Held Quantity
- Quantity: total physical amount in the warehouse
- Allocated Quantity: reserved by orders, waiting for picking and shipping
- Held Quantity: manually held, temporarily not open for sale
- Available Quantity: what new orders can still use
▪ Why doesn't "Pending Putaway" count as available?
Before received goods are put away to a shelf, pickers cannot find them. The system requires put-away to complete before opening the quantity to order allocation, ensuring every order can actually be picked.
▪ What is "Inventory Type"?
Inventory types distinguish stock of different natures, such as good products, defective products, gifts, returns and samples. The available types depend on each merchant's settings.
▪ How do I find all inventory of a specific product?
Enter the product SKU in the search box and press Enter, or use the "Product SKU" filter. The list shows all inventory of the product across batches, expiry dates and inventory types.
▪ Why is the search result empty?
Check in order:
- Clear all filters and search again
- Check whether the merchant filter limits the scope
- Verify the spelling of the keyword
- Confirm the product has been received into stock
▪ Why is the available quantity 0 while the quantity is not?
The stock may be fully allocated to orders, manually held, or still pending putaway. Check the "Allocated Quantity", "Held Quantity" and "Pending Putaway" columns to find the reason.
▪ What is the difference between "hold" and "allocation"?
- Allocation: automatic — the system reserves stock when an order is created
- Hold: manual — you actively block stock from orders (e.g. merchant suspends sales, goods pending inspection)
▪ How do I see which orders locked the inventory?
When "Allocated Quantity" is greater than 0, click the number to view the list of orders locking this stock.
▪ Where do I download the exported file?
The file downloads automatically when the export finishes. If you switched to another page at the time, open the "Background Tasks" panel, find the task and click "Download".
▪ Why can't I see some merchants' inventory?
Your account can only view authorized merchants. Contact your system administrator to adjust permissions.
▪ What does "-" in custom attributes mean?
The record has no custom attributes — either the merchant defined none, or they were not filled in at inbound.
3.2 Important Notes
⚠️ Important Reminders
- Merchant check: you may see inventory of multiple merchants — always confirm the owner before operating
- Status: only "In Stock" inventory can be shipped
- Available quantity: "Available Quantity" is what can actually take orders — don't look only at "Quantity"
- Expiry management: regularly check soon-to-expire stock and follow first-expired-first-out (FEFO)
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Inventory Snapshot | Query inventory snapshots of a specific date | Go |
| Inventory Ledger | View inventory change history | Go |
| Trackers | Set up inventory monitoring and alerts | Go |
| Stock Adjustments | Correct differences between system and physical stock | Go |
| Product List | Manage product master data | Go |