Stock management essentials 🔍

Stock management is an essential tool for monitoring the status of products, shop items or entry passes in real time, compared with what has already been sold. When set up correctly, it enables precise monitoring of availability and can even prevent the sale of out-of-stock items, guaranteeing smooth, reliable management.

From stock creation to archiving and sales tracking, this article guides you through all the features offered by Xplor Gym to optimise the management of your products, shop items and entry passes.

Entry passes stock management

To manage entry pass stocks, the principle is exactly the same. When configuring the stock flow in the catalogue, simply go to the product or entry pass category in which you created your entry passes.

How to create a stock item and link it to a product in the catalogue?⚙️

STEP 1: ADD PRODUCT TO STOCK

The first step is to configure the stock in the Management > Stocks > Management menu. Then, if the stock does not already exist, click on the ‘Add stock’ button. You then name the stock and can add a description that will be visible internally if required.

💡The best way to avoid having to go back and forth is to have already created the product that corresponds to this stock in the catalogue, as explained in this article.

STEP 2: ADJUST THE NUMBER OF PRODUCTS IN STOCK

Once the stock has been saved, it is visible on the interface. It shows important information such as the overall network stock for this product and the node on which you are going to manage the stock.

To add stock for this product on this club, simply click on the stock line you want to add.

To add stock, tick the ‘Add’ box and enter the number of units in stock. You can leave a comment if you need to, and then click Validate.

Movements are visible at the bottom of the window.

STEP 3: (OPTIONAL) INDICATE THE PURCHASE PRICE OF THE STOCK

For optimum management of your stocks, the stock valuation export is a valuable tool that enables you to track changes in stocks over time. To take full advantage of this export, it is recommended that you enter the purchase price of items.

This will allow this information to be included in the exported file, alongside other key data such as:

• Stock name
• Club name
• Unit price
• Current stock
• Valuation of current stock
• Number of units credited and debited
• Stock to date
• Stock valuation to date

This export can be used to analyse stock performance, draw up financial statements or adjust supply and sales strategies on the basis of up-to-date data.

STEP 3: ESTABLISH STOCK ALERTS AND BLOCKAGES

You can set alerts and blockages from the stock management window. You can set up a number of things:

• set up an alert when stock is at a defined quantity. This alert will be visible from the club's alerts dashboard.
• Block club sales when stock falls to a certain quantity.
• Block online sales when stock falls to a certain quantity.

Once this is done, click Save.

STEP 4: LINK THE STOCK TO THE PRODUCT IN THE CATALOGUE

From Settings and the catalogue, go to the shop product you have created (if you haven't already done so, click here to access the article on creating a shop product).

Then, from the Stock debit tab, you need to :

• Activate ‘debit stock'
• Select the impacted stock corresponding to the product in the catalogue from the drop-down list.
• Indicate how many items are debited when a sale is made (usually only 1, except in special cases where you sell products in batches, for example).
• Then choose whether you want to replenish the stock when a sale is cancelled.

Then click on Save.

That's it, the stock is created and attached to the corresponding product in the catalogue.. 🚀

This configuration will be the same for entry pass stocks: simply go to the Entry Passes section of the catalogue to link the stock to the entry pass.

What happens when a stock-linked product is sold?🛍️

During a sale, the remaining stock of a product is indicated.

If a blocking level defined when the stock was set up is reached, then the product cannot be sold and this message will appear if an attempt is made to add it to the cart:

According to the rules defined in the catalogue, when a product is sold, the stock will be updated according to the number of products remaining.

How does stock management work on a network?🌐

Point of attention ⚠️

If global stock exists for a product, but no club-specific stock has ever been created, this product will not appear in the sales tunnel.

From a higher-level network node, in the Management > Stocks menu, the network head office can create the stock item, i.e. define the name of the stock corresponding to the product marketed on the network.

The network head office will be able to see all the stocks for all the clubs. While each club will see its own stock and will also have access to the stock created by the network head office. In all cases, whether you are connected to the head office or from a club, all you have to do to manage a stock is click on it:

Then you can access the clubs for which you have the ‘right’ as a user to manage stocks.:

By clicking on the club, you can then adjust the stock of this product in the club:

• Enter the quantity to be added, and click on Validate.
• Enter the quantity to be removed and click on Validate.
• If the product is no longer marketed, or is not relevant to the club, it can also be archived (see last part of this article).⚠️the stock must have been reduced to zero beforehand.

Depending on the rights and visibility granted to users, they can view and manage all the network's stock or the stock of a single club on this interface from the Management and Stock by Club tabs.

How to manage stock archiving?❌

The stock archiving feature is designed to improve the visibility and relevance of available products, while ensuring optimum organisation. By eliminating unsaleable or irrelevant products, it contributes to a clear and efficient sales tunnel, based on the stock situation of each club.

How network archiving works

For the network headquarters to be able to archive the stock of a product it has created for all or several clubs in the network, the stocks of the clubs corresponding to this product must first be archived.

STEP 1: ARCHIVING A CLUB'S PRODUCT STOCK

To archive stock of a specific club product that will no longer be sold or relevant, go to the Management > Stocks > then Stocks by Club menu and click on the line corresponding to the stock you wish to archive.

You can then tick the Archive stock box and click Proceed.

Warning: stock must be 0.⚠️

The club's stock must be at 0 before it can be archived. If you need to do this, remember to first remove the necessary stock using the ‘Remove X items’ field, then archive only once the removal has been validated and the stock has fallen to 0.

Once stock has been archived, it will still be possible to find it by filtering on ‘Only archived stock’ from the Stocks by Club list.

You can retrieve archived stock and reuse it by clicking on the De-archive button.

STEP 2: ARCHIVE A PRODUCT'S STOCK GLOBALLY ON THE NETWORK

For the head office of the network or the administrator of several clubs, the Archive option will be available from the three small dots in the stock line visible on the Management tab.

⚠️Users must be positioned on the right network node to archive global stocks.

For network headquarters to be able to archive the stock of a product it has created for all or several clubs in the network, the stocks of the clubs corresponding to this product must first be archived, otherwise this error message will appear when you click on ‘Archive’. If this is the case, first carry out the actions indicated in step 1 concerning archiving on the club.

When you click on the ‘Archive’ button, the network's global stock will be directly archived. And, as with club stocks, you can always find these archived stocks using the filters, and unarchive them if you need to using the three little dots: