Inventory

Inventory is how you track what you have on hand: stock counts on the products you sell, hire items lent out for events, and the demand each order places on your ingredients. This page covers the stock side. For setting up the catalogue itself, see Products and Ingredients. Events includes hire items and event ingredient demand. Retail product stock control is included with Orders.

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Products vs ingredients

Digital Florists separates what you sell from what you buy:

• Products are what customers order (e.g., “Red Rose Hand-Tied”). Each product has one or more variants — a size, a colour, a tier. Stock is tracked per variant when you enable Stock control on it.
• Ingredients are what you buy from suppliers (e.g., “Red Naomi Rose stem”, “Eucalyptus”, “Cellophane”). Ingredients don’t have a running stock count of their own; the exception is hire items (vases, urns, plinths), which carry a stock quantity that’s checked against event dates — see Hire items below.

The two are linked by Recipes: when a product variant has a recipe, ingredient demand for that variant is calculated automatically — useful for working out what you need to buy from the wholesaler, even though there’s no running count on the ingredient itself.

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Product stock

Stock is tracked at the variant level. Each variant on a product has its own stock count and its own Stock control toggle. Turn it on when you want Digital Florists to keep a running count for that variant. When Stock control is enabled on a variant:

• Your dashboard shows a stock level on each variant and flags when it runs out.
• Stock is deducted when the variant is added to an order.
• Stock is returned to the variant when the order is cancelled or the item is swapped for a different product.

When Stock control is off, the variant always reads as available — Digital Florists doesn’t track a count for it.

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Adjusting stock

To adjust stock manually — taking in a delivery, correcting a count, writing off damaged items — go to Settings > Products and click Add Stock. The Stock Adjustment screen lets you:

• Scan a barcode to pull up the variant. Connect a barcode scanner to the workstation and scan straight into the page.
• Type a barcode manually if you don’t have a scanner.
• Pick an adjustment reason from your configured list (Delivery, Correction, Damaged, and any others you’ve set up).
• Tick Override to set stock to an exact number. Leave it unticked to add or subtract from the current count.

Stock adjustments happen on the dashboard. The Digital Florists App doesn’t have an adjustment screen, so keep the barcode scanner attached to a dashboard workstation if your team adjusts stock regularly.

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Substitutions

If you run out of a product, you can swap the line on a specific order for a different one — for example, replacing a “Red Naomi Rose Hand-Tied” with a “Grand Prix Rose Hand-Tied” on a single order. To swap an item, open the order, hover the line in the items list, and click the Substitute item icon. You can browse replacements by category, filter by price range, and pick a variant. The customer price on the line stays the same. When you substitute:

• Stock is returned to the original variant and deducted from the replacement.
• The ingredient breakdown for that line is refreshed to match the new variant.
• The change is recorded in the order’s history.

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Hire items

Some things you lend out rather than use up: vases, urns, candelabras, plinths. These live with your ingredients but are marked as hire items, so their stock is tracked separately and checked against event dates. For setting up and managing hire items, see Hire Items.

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Stock and ingredient reports

Open Analytics > Exports > Inventory for downloadable spreadsheets covering stock and demand:

• Stock — current stock levels across your variants, with cost and retail prices. Useful for spot-checks and stocktakes.
• Stock Movements — every adjustment, sale, return, and override within a date range. Use this as your audit trail when a count doesn’t look right.
• Ingredient Summary — a consolidated shopping list of how many of each ingredient you need across a date range, grouped by ingredient and colour.
• Ingredient Breakdown — a per-order worksheet listing the exact stems needed for each order in the range.

Ingredient Summary and Ingredient Breakdown only show when variant ingredient recipes are enabled for your shop.

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Common questions

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What’s next?