Update Stock Quantity

How quantities work

Sortly tracks quantity for each item at each location. When you update a quantity, you change how many of that item are in stock at one location. The totals on the item page and in the Catalog update to match.

For example, if 10 boxes of PVC fittings are in Warehouse 2 and you receive 5 more, you adjust the quantity at Warehouse 2 by 5, and it now shows 15.

Some of the units in stock may be held for a job. In stock includes those units, Reserved shows how many are held, and Available is In stock minus Reserved. With 20 in stock and 2 reserved, 18 are available.

Adjust an item's quantity

Open the Adjust quantity window

Prefer to work from the Catalog? Open the item's side panel and update the quantity without leaving the list.

1

Select Inventory in the left menu, then select an item in the Catalog.

2

In the side panel, select the Locations tab, hover over the location, then select the icon to adjust the quantity.

Change the quantity

The Adjust quantity window shows the item, the location, and how many are in stock now. You can change the quantity two ways, and the other field updates as you type.

1

Already on the item's page? Select Adjust quantity at the top right. You can open the item page from the Catalog, or from a location by selecting the item. If you opened the window from the Catalog side panel, start at step 2.

2

Change the quantity in whichever way suits you. The other fields update as you type.

• In Adjust by, type how many to add, or use the − and + buttons.
• To remove stock, enter a negative number in Adjust by, such as -2.
• Prefer to enter the final count? Type it in New quantity, and Adjust by fills in the difference.

3

Select Adjust quantity. A Quantity updated message confirms the change.

Adjust more than one stock row

An item can have more than one stock row at a location, such as stock bought at different costs. The Adjust quantity window then lists each row, so you can change several in one go.

1

Select Adjust quantity at the top right of the item page. The window lists each stock row with how many are in stock.

2

For each row you want to change, type an amount in Adjust by, using a negative number to remove stock, or type the total in New quantity. Leave a row at 0 to keep it as it is.

3

Select Adjust quantity. A Quantity updated message confirms the change.

Only need to change one row? Hover over that row in the stock table and select the adjust icon. The window opens for that row alone.

Add a reason or note

A reason and a note are both optional. They help you and your team see later why a quantity changed. Select Add a reason or note in the window to show both fields.

1

Open the Reason list and select the one that fits, or leave it blank.

2

Type a short explanation in Note if you want one, such as which job the stock went to.

The list includes these reasons:

Need a reason that is not listed? Select Manage reasons at the bottom of the list.

Track stock with a different cost

Bought more of an item at a different price? Add it as its own stock row, and Sortly tracks each cost separately.

1

In the Adjust quantity window, select Add stock with different details.

2

In How many?, enter the quantity you are adding. Then, under Stock details, change anything that is different, such as Unit cost. Everything else is filled in from your existing stock.

3

Select Add new stock. Select Back first if you want to return to Adjust quantity.

The item page now lists each stock row by unit cost, with the new one marked New. The total quantity and total cost include both rows.