StoreBot Guide
Adding stock vs setting stock: which update do you need?
‘Update stock to 12’ can mean two different things. Are 12 new units arriving, or are 12 units left on the shelf? Choosing the wrong operation can make inventory inaccurate even when the number you typed was correct.
By the StoreBot team
For a delivery, add the received units
Suppose your system shows 8 black caps and you receive 12 sellable caps. The calculation is 8 + 12 = 20. Add 12 units rather than replacing the quantity with 12.
Count what you actually received, not just the amount on the purchase order. Separate damaged or missing units before recording stock that customers can buy.
For a physical count, set the verified total
Suppose your system shows 20 caps but your physical count finds 17 sellable units. If you are correcting the total, set the quantity to 17. Adding 17 would incorrectly bring the system total to 37.
Before saving a count, check whether an order, return, transfer or another team member’s update occurred during counting. The physical count and the system quantity must refer to the same stock location and point in the workflow.
For damage or loss, subtract only the affected units
If 3 units become unsellable and your current count is accurate, subtract 3. If you have already included that damage in a new physical total, do not subtract it again.
Returns need the same distinction: a refunded item is not necessarily sellable stock. Inspect it before returning it to the available quantity.
A stock adjustment checklist
Use this checklist whether you work in Shopify, WooCommerce or a connected tool.
- Match the SKU, size and color to the physical item.
- Choose the correct inventory location, where applicable.
- Record the starting quantity.
- Choose add, subtract or set and calculate the expected result.
- Check the resulting quantity and avoid applying the same adjustment twice.
Apply the distinction to your store
In Shopify, check the relevant variant and inventory location. In WooCommerce, review whether stock is managed for the product or an individual variation. Platform configuration determines which quantity you should change.
StoreBot is being built to bring routine stock updates into chat. The same discipline applies: name the item, state the operation and verify the result. Request early access to discuss your inventory setup.
Common questions
Should I set stock to zero when an item sells out?
If the verified sellable quantity is zero, an absolute correction to zero may be appropriate. First check outstanding orders, locations, stock tracking and backorder settings so you are correcting the intended quantity.
Why is stock still wrong after a count?
Check the variant and location, whether an addition was used instead of a replacement, and whether orders or duplicate adjustments changed stock during the count.