Stock management is essential in business. It helps you keep track of your stocks in real-time, prevent excess stock and product shortages, reduce human effort, and ultimately improve your business. Managing stocks, however, can be very tricky and complicated without proper tools. Instead of reducing cost and possibly maximizing your overall sales, you risk falling short and eventually losing more.
In Jotform, we continually improve our form builder. Stock management is done previously with widgets, which means you must set up the product items outside our Product List field or Payment Integrations. But the wait is over. Stock management is now possible.
How do you enable stock control? Let’s start!
Note that Stock management is available when you are Selling Products. It is unavailable when Selling a Subscription.
Enabling the Stock Control
Assuming that you’ve added the product, go to the Stock tab and toggle Enable Stock Control to “YES”.
Setting up the Stock Control Options
When enabled, you have two (2) options as shown above:
Available Stock is, of course, the available stock/quantity of the product. The default value is zero (0) which means the product is sold out. For sold-out products, the “Sold Out” badge is displayed on the builder, and during form preview and the product is displayed as disabled.
Enable Low Stock Alert – this option helps you get an email alert when certain products are almost out of stock.
When toggled to “YES”, you have to input a value greater than zero (0) to the Low Stock Value box. You can leave this box empty, which is the default, but not input 0 as its value.
The system checks the available quantity from the Low Stock Value box. If the available quantity is equal to or below this field’s value, a low stock alert email is sent to your primary email address.
This mail is sent only once. Clicking the Update Your Stock button will open the builder of the form.
If the product is sold out, the system sends the Out Of Stock email to your primary email.
Clicking the Update Your Stock button will open the builder of the form. This email is sent even if the Enable Low Stock Alert toggle is set to “NO”.
Setting Up Stock on Product Items with Options
For products with Options, toggling Enable Stock Control to “YES” will display the Available Stock panel for all Options. In the below example, we have Color and Size as the Options.
The Quantity column of the items from the added Options is zero (0) by default. Meaning it is sold out. Leaving it empty means unlimited stock. You have to enter the available quantity for each item if you wish to control their stock.
After entering stock values for an Option, if you add a new Option, the Available Stock panel for all Options is recreated and stock values are set to zero (0). You need to define quantities for new options. If you add an option item to an existing Option, the stock values for current items are stored and the newly added item’s stock value is set to zero (0).
If you try to enter an item that already exists in the Option, a warning message is displayed.
When the stock control is enabled, three badges appear on the product list to inform the form owners for products which stock issues.
- Sold Out – if all options of a product have a “0” stock amount, the “Sold Out” badge is displayed.
- Check Stock – if a product has options and at least one option has a “0” stock amount, the “Check Stock” badge is displayed.
- Low Stock – if the “Enable Low Stock Alert” toggle is set to “YES” for a product, and the product has options, and the stock amount for these options is greater than “0”, and at least one option has a quantity lower than “Low Stock Amount” value, the “Low Stock” badge is displayed.
These badges are just for informing the form owners. If you have hundreds of products on your form, these badges make it easier to manage the stock.
More About Managing Stocks
The “Available Quantity” field has the total quantity of that product. If the initial stock is 30 and 1 product is sold, this field is updated to 29.
If 2 items are left and the quantity option has a 1-10 range, the quantity dropdown will have only 1 and 2 as the values.
The stock values of all products are checked as soon as a user action (select-deselect product etc.) is triggered on the form. If there is less stock than what was selected, the remaining product count is displayed. If the selected options have no available stock, the ” Not enough stock for the current selection ” error message is displayed under the chosen product.
When you select a product and that product is sold out during you preview the form, the “Just Sold Out” badge is displayed. The form user should deselect that product intentionally. After deselecting the product, the badge turns to “Sold Out” and the product is disabled.
When the Authorization Only feature is used, the stock of the product is decreased after each successful submission. If you do not complete the transaction using Jotform’s “Charge Customer Now” button/link or gateway’s Complete Transaction functionality, you will need to increase the available quantity manually.
Related Guide: How to Enable Payment Authorization
The payment gateways listed below complete the transaction on their side and return the transaction result to JotForm. The transaction result is either Successful or Failed. The Stock Quantity of the product is decreased when a Successful transaction result is received by JotForm. Therefore, there may be rare cases (if multiple transactions start at similar times and the payment gateway returns payment information with a latency) where stock quantities decrease below zero for off-form payments.
- PayPal Business (For alternative payment methods)
- Mollie (For alternative payment methods and credit card payments with 3D secure)
- PayPal Personal
- PayPal Invoicing
- PayU Money
- PayU Turkey
- Worldpay UK