Online store stock: how it works and how to set it up

How does online store stock work in Pashkateb?

Your storefront reads its balance from exactly one warehouse: a warehouse named Online Store Warehouse with the code ONLINE, which Pashkateb creates for you when the store is provisioned. Anything that is not in that warehouse is treated as out of stock by the store, even if you have thousands of units in your main warehouse.

The main thing: stock has to be in the store's warehouse

This is what catches most people out, and it is simple once you see it.

Pashkateb splits stock across warehouses. An item has a total stock (the sum of every warehouse) and a balance in each warehouse separately. The storefront never looks at the total — it looks only at the item's balance in the store's warehouse.

So if you have 500 units, all of them in your main warehouse, and the item's balance in the store warehouse is zero:

• The Items screen tells you current stock = 500 ✅
• The product page on your store says out of stock ❌

Nothing is broken — the store simply has nothing to sell.

The warehouse is created automatically

You do not create it and you do not select it. When your store is provisioned, Pashkateb:

1. Looks for a warehouse with the code ONLINE in your company.
2. If there is none, creates one named Online Store Warehouse, code ONLINE, location Storefront.
3. Links it to the store.

From then on it appears in Inventory → Warehouses like any other warehouse. It is not your default warehouse, so your ordinary sales invoices will not sell from it unless you pick it yourself.

How to get stock into the store's warehouse

You have three routes, all valid — pick the one that matches the situation:

In all three, the point is to select Online Store Warehouse as the receiving warehouse.

To confirm the stock landed, open the Stock by Warehouse report and filter on that warehouse.

The order lifecycle: reservation, not deduction

This is the second thing to get clear. An order passes through three stages, and stock moves in only one of them.

1. The customer places an order — the quantity is reserved

As soon as the customer completes checkout:

• The system checks the quantity is available.
• It creates a draft sales invoice for the whole order.
• It records a reservation for the quantity against the store's warehouse.

Stock has not moved. The warehouse balance is exactly what it was. What changed is that the quantity is now spoken for.

The availability every other shopper sees becomes:

available = item balance in the store warehouse − total reserved quantity

and the result never goes below zero.

This reservation is what stops you selling the same unit to two people at once. With two carts open at the same moment, whoever orders first reserves, and the second one sees the reduced number.

2. Marking as paid — stock still has not moved

When you click Mark as paid on an order, the system records a payment allocated to that order's invoice and updates the payment status.

Stock is still untouched. A paid order is not a fulfilled order.

3. Fulfilling the order — now stock moves

When you click Fulfill order:

1. The sales invoice linked to the order is submitted.
2. That submission is what deducts the quantity from the store warehouse and writes a row to the stock ledger.
3. The reservation is closed out and marked fulfilled.
4. The customer balance and the accounting entries update exactly as they would for any submitted sales invoice.

An important consequence: if you never click Fulfill order, your stock will never go down — even for an order that is paid and delivered. Make fulfilling orders part of your daily routine.

Cancelling gives the quantity back

Cancel order releases the reservation immediately — the quantity becomes available to sell again — and sets the linked invoice to cancelled.

Cancelling is not available if:

• The order is paid or partially paid.
• The order has already been fulfilled or delivered.

In both of those cases, the correct route is a return invoice against the sales invoice.

Quick table: what happens at each step

The product also has to be enabled and published

Stock is not the only condition. For a product to appear and sell, all of these must be true:

1. The item itself is enabled on the Items screen.
2. The product is enabled in the store catalog.
3. The product is published in the store catalog.
4. It has a balance in the store's warehouse.

If any one is missing, the product either does not appear at all or appears as out of stock.

Items that do not track stock

If an item is configured as not maintaining stock (a switch on the item screen), the system passes it through with no quantity check and no stock movement at all. That is useful for services and anything without a balance, but it also means there is no protection against overselling it.

Common problems