SHOPLINE stock by location: connect supplier receiving to Guangzhou allocation

Read the location balance before the total

SHOPLINE’s inventory guide distinguishes on-hand, available, committed, unavailable and transfer quantities. On-hand includes available, committed and unavailable units; available excludes incoming stock. Committed covers orders placed but not yet shipped, while unavailable includes reserved quantities.

For an illustrative location balance of 20 on-hand units, 12 committed and three unavailable units leave five available. That is a record interpretation, not a customer result. Before assigning another Guangzhou release, compare the location’s store balance with the dated warehouse record and identify any difference.

A location name in software needs a physical meaning. Agree which receiving operation it represents, who maintains its quantities and which goods are actually there. A supplier-held balance and accepted Guangzhou stock need distinct references even when both concern the same merchant SKU.

Let supplier receiving establish the usable quantity

SHOPLINE’s purchase-order guidance describes receiving supplier quantities into available inventory and marking damaged items as rejected. Rejected quantities reduce incoming inventory without becoming available. A purchase commitment and a receiving confirmation therefore represent different stages.

Our editorial recommendation is to approve the physical receiving evidence before the merchant records stock as received. Match the supplier, purchase reference, variant, unit definition and destination location. Record accepted units, rejected or held units, and the quantity still expected. Resolve excess deliveries and incomplete sets explicitly.

If inspection remains pending, agree how that quantity stays outside the next allocation. Do not assume a platform status automatically captures every warehouse exception; define the mapping with the merchant.

Keep allocation purposes visible

A campaign may use the same product for paid orders and creator gifts. Give each purpose a reservation reference, quantity and approver. Include required packaging and inserts: product stock alone cannot complete a release when its approved packing component is missing.

• Routine orders: the current order report and approved item quantities.
• Campaign allocation: selected recipients, gift quantities and packing version.
• Future movement: a separate replenishment or location-transfer instruction.
• Exceptions: affected SKU quantities, the next decision and its owner.

These are suggested operating records. Reconcile them with SHOPLINE’s actual store settings rather than treating them as new automatic platform features.

Use the right file for a stock correction

SHOPLINE’s product-import documentation says its inventory-quantity field does not take effect when multiple inventory locations are enabled, and points to the bulk inventory update workflow.

Keep catalog maintenance separate from the agreed stock reconciliation. Identify the location, SKU, dated balance and adjustment reason before changing quantities. Test the relevant inventory method on a bounded sample and review the result before applying a larger correction.

Close the next release against the same balance

Return actual picked quantities, parcel references and unresolved items against the approved allocation. Compare the remaining warehouse balance with the merchant’s updated location record. Assign an owner to differences before approving another batch.

Use our SHOPLINE Guangzhou workflow, supplier receiving brief and stock allocation record. Validate transfer methods, store settings, product acceptance and the destination route for your actual operation.

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