Skip to content
OutSmart Guide

How Sales, Orders and Refunds Change Stock

Selling a product takes it out of stock, and refunding it puts it back. OutSmart does this for you on every invoice transaction, order transaction and refund transaction. Each change shows on the product’s Transaction History, which Checking Your Stock explains.

These changes apply only to products with Calculate Inventory turned on. A product with Calculate Inventory turned off, such as a visit, has no count to change. See Turning Calculate Inventory On or Off.

Invoice transactions

An invoice takes its products out of stock as soon as it is saved. The quantity on each line is the number taken out.

When you add a product to an invoice, the list of matching products shows how many of each are in stock, so you can see the count before you sell.

Changing a saved invoice changes its stock too. Raising a line’s quantity takes more out of stock, lowering it puts the difference back, and removing a line puts all of it back.

Deleting an invoice puts all of its products back in stock. Managing Existing Invoices explains deleting.

Order transactions

In an order management dispensary, an order goes through steps. A draft order has been saved but not placed, so it does not change stock. The order takes its products out of stock when it is placed and reaches Submitted, and the count stays the same through In Progress, Ready, Shipped and Picked Up.

An order puts its products back in stock when:

  • the dispensary staff delete it while it is Submitted, or
  • the dispensary staff Approve a practitioner’s request to cancel it.

Cancelling an Order explains both.

Refund transactions

A refund transaction gives a client money back after the sale. The products you list on it go back into stock when you save it, so a returned bottle is counted on the shelf again. Creating Refunds and Store Credit explains making one.

A refund on the invoice, which corrects an overpayment at the time of the sale, gives money back without listing products, so it does not change stock.