Manage locations and inventory

Available in: Merchant and Marketplace. Seller-owned stock and some advanced operations are Marketplace-specific.

Inventory answers two different questions: how much stock is physically present and how much is available to sell. Always check the SKU, location, and inventory owner shown in the admin before changing or reconciling quantities.

Before you begin

Sign in with an administrator account that can access the relevant Inventory and Locations workspaces. Receiving, counting, and transfer actions may require different permissions. Ask your Vendorzo administrator for the least access needed; see Manage administrators and access.

Understand the stock view

Open Inventory & Purchasing → Inventory and filter by location or SKU. The table distinguishes:

• On hand: physical stock recorded at that location.
• Committed: stock reserved for orders or other commitments.
• Unavailable: stock excluded from sellable quantity.
• Available: stock currently treated as available to sell.
• Incoming: stock expected through open transfers.

Sellability is a separate setting: a stock row can be set to Sell online or Inventory only. Check both quantity and sellability when a product is out of stock or unexpectedly purchasable.

Receive stock or record a count

1. Open Inventory & Purchasing → Inventory Ledger.
2. In Receive Stock, identify the SKU, owning location, inventory owner where applicable, and received quantity; then select Receive.
3. For a physical count, use Cycle Count for the correct SKU and location. If the location contains more than one owner's stock, select the owner that was actually counted.
4. Review the movement and resulting quantity in the ledger and inventory views. Keep the business reason and source record with the operational evidence for the adjustment.

Cycle counts and receiving update inventory. Do not use them to quietly correct an unexplained discrepancy; first compare the ledger, location, SKU, owner, commitments, and any active inventory authority or provider sync.

Move stock between locations

Use Inventory & Purchasing → Transfers to create and follow a location transfer. The transfer form asks for a source location, destination location, SKU, and quantity. Confirm both locations and the quantity before creating the draft. Follow the transfer's available actions and only mark stock as received after the destination has physically confirmed it.

For a direct ledger transfer, Inventory Ledger → Transfer Stock asks for a SKU, source and destination locations, and quantity. Use one transfer workflow for a movement and reconcile the ledger afterward; do not record the same movement twice in the transfer workspace and ledger.

Understand the inventory flow

CSV imports and inventory authority

The ledger import separates Preview from Apply accepted rows. It is available only for an active manual inventory source mapped to an operational location; it cannot write to a Zoho- or WMS-controlled source.

Prepare a CSV or TXT file no larger than 10 MB with unique column names and these fields:

Column	Meaning
sku	SKU for the selected source and location
expected_on_hand	Current on-hand quantity when you prepared the file; the import uses it to detect stale rows
on_hand or quantity	Target quantity in Absolute on-hand mode, or signed adjustment amount in Delta adjustment mode

1. Select the manual source, choose Absolute on-hand or Delta adjustment, enter a reason, and select Preview. The reason is recorded with the inventory movement.
2. Review the run summary for total, accepted, and rejected rows. Preview does not change stock. Use Download rejections to inspect rejected SKUs and their reason. The page does not provide a row-by-row before/after table for accepted rows, so compare the source file and summary before applying.
3. Select Apply accepted rows only after checking the source and mode. The system rechecks each accepted row against its expected_on_hand value and rejects rows whose quantity changed since preview. It also rejects a resulting quantity below reserved plus unavailable stock.
4. Review the apply summary and any new rejections, then verify the ledger and on-hand quantity for representative SKUs at that location before using the updated availability.

Keep the selected source and reason consistent with the inventory system that is authoritative for the location. If the expected quantity is stale, reconcile the ledger and prepare a fresh file instead of changing the expected value to make the row pass.

Inventory authority cutover is an advanced operational change. Its readiness checks can block activation when reconciliation rows or source requirements remain. Do not enable or disable it as a troubleshooting shortcut; ask the installation owner to follow the release-specific cutover procedure.

If quantities do not match

Capture the SKU, location, owner, displayed quantities, movement time, and related order or transfer reference. Review the ledger and open transfer state before repeating a receive, count, import, or transfer. For integration or reconciliation uncertainty, use Troubleshooting and the integration guides.