Quantitative restrictions (warehouse) of products in the system

Learn how to activate and configure the quantitative restrictions in InvoiceOcean. Thanks to this feature, you will gain greater control over product inventory levels and avoid selling items that are out of stock.

Product quantitative restrictions in the system

If you want the system to prevent the sale (adding to the invoice) of products that are not in stock, enable quantitative restrictions on the products and the appropriate safeguards in the account settings. The feature will start working after completing the steps described below.

1. The first step is to activate the quantitative restriction for a given product. You need to apply the restriction to the product so that the system knows to check the current quantity of that product in stock.

To apply a restriction to a product:

• Go to the Warehouse > Products tab,

• When creating a new product or editing an existing one in the product creation/edit form, go to the See more options section (or Hide additional options if already expanded), and check the box next to the Quantitative restrictions (warehouse) option.

• Confirm the changes by clicking the Save button, which you will find at the bottom of the form.

You can also activate the quantitative restrictions in bulk on the products list page. After navigating to the product database, check the boxes next to the products for which you want to enable the restriction (you can select the entire page by activating the checkbox next to the Name column). Then go to the top of the page and from the dropdown menu select Quantitative restrictions > Yes. The restriction will be enabled for all products on that page. If you have multiple pages of products, you will need to repeat this action for each page separately.

You can display a maximum of 100 records per page. How to increase the number of products per page and add additional columns is explained in the article customize column display in the product list.
 

2. The second step is to activate the restriction that will prevent issuing a document with a product that has zero or negative stock in the warehouse.

To activate the safeguards available in the system:

• Go to the Settings > Account Settings > Configuration > Products tab,

Check the boxes next to the selected options (you can block issuing invoices for products that are not in stock, as well as warehouse documents (releases))

Details about each specific restriction can be found in dedicated articles:

• restriction on the issue of invoices with a product that is not in stock (Do not allow to sell products that are not in storage).
• restriction on issuing warehouse documents with a product that is not in stock (Do not allow issuing a warehouse document for products that are not in storage).

By activating these options, the system will automatically check whether the sale and release of the selected product is possible or blocked due to stock shortages.

 

Also check:

• Automatic addition of products from purchase invoices
• Automatic addition of products from sales invoices
• How to check product availability in the warehouse?
• Bulk quantity restriction on the product list