How to Manage Inventory & Stock Levels
Audience
Admin, Inventory Manager, Product Manager
Prerequisites
Access to Settings → Inventory
Status
General Availability
Overview
Inventory Management in MerchPIM tracks stock quantities across locations, syncs with Shopify in real time, and provides low-stock alerts to ensure accurate availability.
Proper setup prevents overselling, maintains reliable data, and keeps your storefront inventory up to date.
💡 Why Inventory Management Matters
Effective inventory tracking is the foundation of customer trust and operational efficiency.
Real-time stock accuracy prevents:
- Overselling products that are out of stock
- Customer frustration from canceled or delayed orders
- Revenue loss from missed sales opportunities
- Manual reconciliation between systems
- Stockouts that damage brand reputation
MerchPIM centralizes inventory across locations and syncs automatically with Shopify, ensuring your storefront always reflects current availability.
⚙️ Key Inventory Features
Inventory Feature | Benefit | Use Case |
|---|---|---|
Multi-Location Tracking | Separate stock per warehouse or store | Businesses with multiple fulfillment centers |
Shopify Sync | Real-time inventory updates | Preventing overselling on live storefronts |
Low Stock Alerts | Proactive restock notifications | Avoiding stockouts on popular items |
Inventory Reports | Visibility into stock trends | Planning seasonal purchases |
Steps
1️⃣ Enable Inventory Tracking
Go to Settings → Inventory and toggle Track Inventory = ON.
This activates stock tracking for all products with the Track Inventory option enabled.
2️⃣ Add Inventory Locations
If your business operates from multiple warehouses or stores, add each location under Settings → Inventory → Locations.
Enter a name (e.g., Main Warehouse, Retail Store NYC) and an optional address.
Each product can have separate stock levels per location.
3️⃣ Set Stock Levels
Navigate to a Product and open the Inventory section.
For each location, enter the Available Quantity.
If inventory tracking is enabled, MerchPIM automatically reduces this count as orders are placed in Shopify.
4️⃣ Configure Low Stock Alerts
Go to Settings → Inventory → Alerts.
Set thresholds for low stock notifications (e.g., alert when stock < 10 units).
Choose recipients such as Inventory Manager or Admin.
Expected: Notifications trigger automatically when levels drop below threshold.
5️⃣ Sync with Shopify
If connected to Shopify, inventory levels sync automatically.
- When an order is placed in Shopify → MerchPIM decreases stock count.
- When stock is updated in MerchPIM → Shopify updates within minutes.
6️⃣ Review Inventory Reports
Navigate to Reports → Inventory.
View current stock levels, low stock items, and historical movement trends.
Use this data for restock planning or identifying slow-moving SKUs.
✅ Validate
After setup:
- Verify stock levels per product and location.
- Place a test Shopify order — confirm stock decreases in MerchPIM.
- Reduce inventory below threshold — confirm alert notification triggers.
- Review Inventory Reports for accuracy and completeness.
🔧 Troubleshooting
Issue | Likely Cause | Fix |
|---|---|---|
Stock not syncing to Shopify | Integration disconnected or sync disabled | Check Settings → Integrations and reconnect Shopify |
Low stock alerts not received | Incorrect recipient settings or threshold | Verify alert rules under Settings → Inventory → Alerts |
Stock count incorrect after order | Manual adjustment or sync delay | Wait 2 minutes for sync or refresh inventory |
Unable to add new location | Duplicate name or missing permissions | Use unique names and confirm Admin access |
🌟 Best Practices
- Conduct regular audits to reconcile physical and system stock.
- Set alert thresholds based on lead time and sales velocity.
- Use location-specific stock for accurate fulfillment routing.
- Review reports weekly to identify slow or fast movers.
- Document restocking procedures for team consistency.
📈 Impact
📦 Zero overselling with real-time stock accuracy
⚡ Faster fulfillment through multi-location visibility
🔔 Proactive restocking with automated alerts
🧾 Summary
Inventory Management in MerchPIM gives teams full visibility into stock levels, syncs seamlessly with Shopify, and prevents costly stockouts.
By combining real-time tracking, alerts, and reporting, you can maintain accuracy, improve fulfillment, and build trust with customers.
Updated on: 03/11/2025
Thank you!