Inventory Items

IN THIS GUIDE

Overview
Auto-Select Inventory
Storing Item Details
Removing Item Details
Syncing Order Items with Inventory Items
Inventory Syncing
Minimum/Maximum Safety Levels
Skipping Sync for Some Items
Bundled Products
Bundled Print on Demand Products
Bundle Inventory Syncing (Shopify Only)

Overview

Order Desk can store all of your products here in the app. If your inventory items have extra details included that may not come in from your carts — details that you need to add to or pull from, especially with customized items, print on demand products or bundled packs — or you want to manage your inventory counts through Order Desk, you will need to add your inventory items to Order Desk.

For more information on how to add your inventory to Order Desk, please refer to the Adding Inventory section of our Getting Started guide.

To access your inventory, click on Inventory Items under the Tools menu in the left sidebar:

Any existing inventory items that have already been added to Order Desk will appear here. You can also add new items manually on this page. To quickly add all of your items from a csv file, read the instructions in the Import Data guide.

Auto-Select Inventory

If your inventory is stored in Order Desk, you can use auto-select to easily add items to an order either by clicking on Add Item in an order that already exists:

or when adding items to a new order that is being manually created:

Enter part of the Product Name or Code/SKU for the item in the Name field, and select your item from the dropdown:

The Name and Code fields will automatically be populated with the item information.

Storing Item Details

Inventory items can be used to store extra details about a product that can't always come in from the cart with orders. This feature is often used for print on demand products, which require extra details in the metadata or as variations, however it can be useful for many different reasons.

These details, which can include the UPC, an image of the product, the name of the company or organization the product is from or meant for, etc., are any details necessary to suit the purposes and fulfillment needs of your store. Extra item details can also be included in your customized emails, receipts or packing slips and export files.

Here is an example of an item with extra details:

These extra details can also be synced into the items in an order, which we will cover in the next section.

Removing Item Details

To manually remove specific details about items, delete the data and re-save the item. For Variations and Metadata fields, click on the X next to the item to be deleted and then re-save.

If, however, you need to remove item details from multiple items at once, please refer to the Removing Data from Inventory Items in the Import Data help guide for information on how to use a spreadsheet to accomplish this.

Syncing Order Items with Inventory Items

When downloaded, orders can only bring the information passed through from the cart, but you may want to include the rest of the details you have for the item already stored in Order Desk. We'll cover how to do this automatically as orders are downloaded and manually if you need to sync the details with an order that has already been downloaded, then we'll follow this up with an example of a synced order.

Automatically Sync Details With Inventory Items

To automatically sync the details for an item in an order with the same item in your inventory, enable the Automatically Sync Details With Inventory Items setting in Store Settings.

Click on Store Settings under the Settings menu in the left sidebar.

Then enable this setting underneath Inventory Settings on the right side of the page:

As orders are downloaded to Order Desk, they will automatically be synced with your inventory items and pull in any extra details you have stored for each item in the order.

Manually Sync Details With Inventory Items

If the Automatic Sync setting is disabled or you need to re-sync the details in an order after any changes have been made to an inventory item, you can manually sync the details by scrolling to the bottom of an order and clicking on the Sync Item Details With Inventory button:

This will update your order with any extra details that are stored for each item in the order.

Syncing Details Example

To help clarify how this works, we'll look at this example of an order with an item that has very little info. You'll see the Product Name, the Code/SKU, an image and the current stock:

This same item is stored as an inventory item here in Order Desk and has some extra details (variations and metadata) in it:

When the item in the order is synced with the item stored in Order Desk, the extra details are pulled into the order details:

With this information pulled into the order, the item can be submitted for fulfillment with any necessary information your fulfillment service may require, and these details can be included as data in exports, emails and receipts or packing slips.

Tip: Items are stored and synced within Order Desk by the Code/SKU. A SKU can only be used on one item. When a new item with the same SKU is added to Order Desk, it will overwrite the older item.

Inventory Syncing

Some of the integrations for fulfillment services we have are able to sync their current stock numbers to your inventory list. You can then use this list to sync that information back to your shopping cart, keeping an accurate count of your inventory directly from your warehouse, through Order Desk and to your shopping cart.

To see if Inventory Sync is available for your integration(s), go to the settings page for each of your integrations under Manage Integrations in the left sidebar:

Within each integration settings page, look for the Sync Inventory setting:

Enable these settings for your fulfillment service or warehouse if you want them to be the source of your stock counts. If you want Order Desk to be the source of your stock counts, keep any fulfillment service Inventory Sync settings disabled and enable any shopping cart Inventory Sync settings.

Tip: Due to the differences in data that is available from separate apps and services, Inventory Sync is not available for every integration. Where available, it requires an Order Desk Pro account to enable.

Minimum/Maximum Safety Levels

There is a special field called adjustment_percentage that you can add to the metadata of an inventory item to tell your shopping cart a certain percentage of what stock is actually available. As an example, if you set the adjustment_percentage to 50% and your actual stock is 70 items, your cart will be told there are 35 items.

Another option is to set a minimum or maximum number of items available in your cart, regardless of the actual stock levels. To do this, you can add special min and max fields to an item's metadata that will be used to tell the cart your desired safety stock levels.

For minimum, if you add min to the metadata of your item, enter the inventory level you want to act as a safety level of 0. That is, if you enter min = 3, then 3 will sync as 0 items available in your shopping cart.

For this example, when the inventory for Unstuffed Fly Plush reaches a level of 3, the shopping cart will say 0 items are available.

For maximum, if you add max to the metadata of your item, enter the inventory level you want to act as the maximum number of items available in the cart, even if the actual inventory count is higher. If your stock is 20, but max is set to 10, Order Desk will push 10 to your cart.

Skipping Sync For Some Items

If you have Sync Inventory enabled for any fulfillment or warehouse sources (such as Amazon FBA or 3PL Central) but there are certain items you don't want synced with everything else, you can add skip_pull with a value of 1 to the inventory item record as a metadata field:

Similarly, if you have Sync Inventory enabled for any carts (such as Shopify or BigCommerce), and you would like to prevent the inventory counts of certain items from being pushed to that destination, you can add a special metadata value of skip_push with a value of 1 to the inventory item record:

Bundled Products

You can create inventory items in Order Desk for your multi-pack/bundled items.

To explain how this works, we'll use an example of a bundle made of two individual items, a journal and a fountain pen. Sold separately, the journal has the SKU JL-123 and the fountain pen has the SKU FP-456:

To bundle these products in Order Desk, create a new inventory item with a unique name and SKU for your bundle. In this example, Journal Pen Bundle will have the SKU JPB-789:

Then, in the Bundled item, add a metadata field called code_replace and add the SKUs of each of the individual items that make up the bundle:

Now, when an order comes in for JPH-789, the bundled item, Order Desk will automatically split it out into the individual items, JL-123 and FP-456:

When code_replace is used, the code/SKU of the inventory item will be replaced with the value(s) added to the metadata instead. The original item in an order will be deleted and replaced with the products found from the replaced SKUs, including any details stored in those particular inventory items.


Multiply a Quantity

Alternatively, if you sell a bundle made out of multiple quantities of the same item, you can use the special quantity_multiplier field in the metadata. Enter the number of items that will be in the bundle to multiply the quantity by that value. In our case, we'll be selling Bookmark (with the SKU BK-008) in a bundle of 8:

When this bundle is ordered, Order Desk will divide the price by that number in an attempt to keep the price per item consistent. If someone orders 1 Bookmark bundle for $8, and the multi-pack expands it to 8 items, each item will have a price of $1.00. Please note, however, that rounding could cause some slight inaccuracies in the price for each. The same product in a 3-pack for $8 would come out to $2.66 each.

If you want to be able to sell just 1 bookmark instead of 8 of them, set up a new inventory item for the single bookmark and use code_replace in the metadata of the new item with the value BK-008. This way, you can sell multiple products and bundles in your cart, but if they're made from the same item, they'll all resolve to the same SKU in Order Desk for fulfillment purposes.

Whether ordered as a bundle or a single bookmark:

all of the items (bundled or not) will resolve to the same SKU:

Bundled Print on Demand Products

For general information on adding Print on Demand products to your inventory, please refer to our Print on Demand Fulfillment guide.

Print on Demand products are set up similarly when bundled, using code_replace in the metadata of the items. Because these items require unique metadata (a print_sku and print_url), when bundled, a top level item (the bundle) needs to include the SKUs of each of the printed items within the bundle, and each of the individual items will need to store the metadata or variations necessary for fulfillment.

Let's use a bundle of four hand towels with different flower prints as our example:

Each of these towel items in Order Desk will have their print_sku and print_urls added to the metadata, for instance with the Frangipani Towel:

To bundle these four towels together, create one top level item and use code_replace, adding the SKU of each individual item to the value, separated by commas:

In your store, you would sell the Flower Towel Bundle (SKU: FTBundle-5555), but in Order Desk, the bundle will be split into the four separate towels, each with their print details already saved to the individual items, and the order can automatically be submitted to your printer.

Bundle Inventory Syncing (Shopify Only)

Shopify users can push the quantity of a bundle to their store. The individual item in the bundle with the lowest stock count will be used to update the number of bundles available.

There are three things necessary for this to work.

1
The bundled item in Order Desk will need to be set to a stock count quantity of 0.
2
The Automatically Update Stock Count When Orders Added Inventory Setting in your Store Settings will need to be disabled:
3
And the Sync Inventory setting in your Shopify integration settings will need to be enabled:

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