Note: This article covers Catalog Machine V2. For help with the previous version's inventory management, see this article.
Overview
Catalog Machine's V2 inventory system provides unified stock level management for products and variants in one streamlined interface. Track quantities, update stock levels, and manage inventory data with advanced filtering, bulk operations, and CSV import/export capabilities.
Note: The inventory page displays both product level (if no variants) and variant quantity for easy update in one place.
Quick Start Guide
3-Step Setup
Access Inventory: Navigate to Inventory Management
Review Stock Levels: View all products and variants with visual stock indicators
Update Quantities: Click any quantity field, edit inline, press Enter to save
Common Scenarios
Quick Stock Updates
Click quantity field → type new value → press Enter
Green/red dots show stock status at a glance
Changes save immediately across all catalogs
Bulk Inventory Changes
Select multiple items with checkboxes
Use "Bulk Edit Quantity" for mass updates
Perfect for seasonal adjustments or restocking
Import/Export Operations
Export current inventory to CSV for analysis
Import updated quantities from spreadsheets
Ideal for external inventory management systems
Inline Editing Process
Edit quantities directly in the grid without popup dialogs:
Click Quantity Field: Click any quantity cell to start editing
Enter New Value: Type the new quantity (0 or greater)
Save Changes: Press Enter to save immediately
Visual Confirmation: Watch for success message and updated stock indicator
Keyboard Navigation
Tab/Shift+Tab: Move between fields
Arrow Keys: Navigate within text field (fixed to work properly in V2)
Enter: Save current quantity and stay in field
Esc: Cancel editing and revert to original value
Stock Status Definition
A product is considered "In Stock" when:
Product's Stock Quantity field > 0, OR
Any variant's quantity > 0
Visual Indicators
🟢 Green Dot: Item is in stock (quantity > 0)
🔴 Red Dot: Item is out of stock (quantity = 0)
Product vs. Variant Quantities
Products Without Variants:
Quantities stored in "Stock Quantity" field
Field automatically added to category if it doesn't exist
One quantity per product
Products With Variants:
Each variant has individual quantity
Variants appear as separate rows
Product shows "In Stock" if ANY variant has quantity > 0
Filter Options
Use powerful filtering to find specific inventory items:
Text Search: Search across product names, codes, SKUs, categories
Stock Status: All Items / In Stock / Out of Stock
Level Filter: All Items / Products Only / Variants Only
Category Filter: Filter by specific product categories
Bulk Quantity Updates
Mass update quantities for multiple selected items:
Select Items: Use checkboxes to choose products/variants
Click "Bulk Edit Quantity": Opens bulk editing dialog
Enter New Quantity: Type the quantity to apply to all selected items
Confirm Update: Click "Update Quantities" to process all changes
Success Confirmation: Watch for completion message
Export Inventory Data
Download inventory data for external analysis or backup:
Export Options:
Export All: Downloads complete filtered inventory
Export Selected: Downloads only checked items
CSV Format Includes:
Product name, code, category
Variant information (if applicable)
SKU, current quantity, stock status
Compatible with Excel and Google Sheets
Import Inventory Updates
Update quantities in bulk from CSV files:
Import Process:
Click "Import CSV": Select your CSV file
File Validation: System checks format and identifies products
Processing: Updates are applied with validation
Results Review: Detailed success/error report
CSV Format Requirements
Required Columns:
csv
Code,SKU,Quantity,Product,Category,Variant
PROD001,,50,T-Shirt,Clothing,
PROD002,BLUE-M,25,Polo Shirt,Clothing,Blue-Medium
PROD002,RED-L,30,Polo Shirt,Clothing,Red-Large
Column Specifications:
Code: Mandatory for product identification
SKU: Required for variant-specific updates
Quantity: New quantity value to apply
Other Fields: Informational only, ignored during import
Processing Rules:
Products identified by Code column
Variant Matching Rules:
With SKU: Use SKU column for exact variant identification
Without SKU: Use Variant column with options separated by |
• Example: "Large|Red" for Size=Large, Color=Red
Order must match your product's option sequence
No SKU or Variant: Updates product-level Stock Quantity field
Categories automatically updated with Stock Quantity field if needed
Detailed error reporting for failed items
Using Inventory in Catalogs & Showroom
Integration with Order System
Automatic Stock Management
Stock Deduction: Optionally reduce inventory when orders are placed
Overselling Prevention: Orders blocked when insufficient stock
Real-time Validation: Stock checked during order process
Order Status Integration
In-Stock Display: Only available items shown to customers
Quantity Limits: Maximum order quantities based on current stock
Dynamic Updates: Inventory changes immediately affect order forms
See Online Orders & Payments (V2) for complete order system configuration.
Display Stock Information
Show stock levels in your catalogs and showroom:
Basic Stock Display: Add to any text element: {{Stock Quantity}}
Conditional Display:
{{If Stock Quantity > 0}} In Stock: {{Stock Quantity}} available
{{Else}} Out of Stock {{/If}}Variant Quantities:
{{Variants}} {{Option}}: {{Quantity}} available {{/Variants}}
Dynamic Product Filtering
Automatic Stock-Based Filtering:
Products automatically show/hide based on stock status
Collection pages update dynamically
Showroom respects inventory settings
No manual intervention required
Catalog Product Grid:
Showroom:
Need More Help?
Our support team is available via chat for any questions about inventory management setup and optimization.
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