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How to Manage Your Inventory

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and the free trial Store owner, or a team member with Products access (View to see the list; Edit, Create or Delete for the matching actions) About 10 minutes Beginner

Summary

Overview: The Inventory page lists every product in your store. From here you can search, filter and sort your products, check stock levels, update quantities in bulk, publish or unpublish products, change the order they appear in your online store, export them to a CSV file, and see a history of every stock change. If your store has more than one store location, you can also see and manage products per location.

Prerequisites:

  • A store on the Launch, Grow, Scale or free trial plan.
  • Store owner access, or a team member with Products access.
  • At least one product. See How to Add Your First Product.

Step-by-Step Instructions

Step 1: Open the Inventory page

  1. In the sidebar, click Products, then Inventory.
  2. The table shows these columns:
    • Store Position: the product's place in your store's product order.
    • Product Name: the product's image and name. Click the name to edit the product.
    • Product Type: Physical or Digital.
    • Category: the categories the product belongs to.
    • Location: the store locations the product is assigned to. Only shown if your store has more than one store location.
    • Status: Published or Unpublished. Only shown when you are viewing one specific store location (see Step 3).
    • Quantity: the stock count. Products with variants show the total for all their variants. Infinite means the product is digital or marked as always in stock.
    • Regular Price: the price, or a price range for products with variants.
    • Date Created, Share (share the product link on social media) and Actions (the ... menu).
  3. Above the table, you see how many products are published, for example 12 out of 30 published.

Step 2: Search, sort and page through your products

  1. Type in the Search... box to find products.
  2. Click a column heading, such as Product Name, Quantity, Regular Price or Date Created, to sort by it.
  3. At the bottom of the table, use Display : to show 10, 25, 50 or 100 products per page, and the page buttons to move between pages.

Step 3: Filter your products

  1. Click the filter button (the funnel icon) to the right of Add Product. The Filter panel opens.
  2. Store Location is always shown at the top. Choose All or one store location. Your choice applies right away.
    • If your store has only one store location, it is selected for you.
    • Team members (anyone who isn't the store owner) don't see All. The first store location is selected for them.
  3. Click + Add Filter, then pick a filter under Select Filter:
    • Category: choose one or more categories.
    • Date Created: pick a From and To date.
    • Product Type: All, Digital or Physical.
    • Quantity: drag the slider to set a stock range from 0 to 1000. It starts at 0 to 500.
    • Regular Price: choose < Less than**, **> Greater than, = Equal to or != Not equal to, then type the amount under Enter Value:.
    • Status: All, Published or Unpublished. Only available when one specific store location is selected.
  4. Add more filters if you need them, then click Apply.
  5. To remove all filters, click Clear.

If you've connected Lazada or Shopee, a Channel filter also appears so you can switch the list to those products.

Step 4: Use the actions for a single product

Click ... in the Actions column of a product:

  • View: opens the product page in your online store in a new tab. If the product is unpublished, you see View Product Error: In order to view the product, change the product status to published.
  • Edit: opens the product so you can change it. See How to Edit, Publish or Delete a Product.
  • Publish or Unpublish: changes the product's status at the store location you are viewing. Only shown when one specific store location is selected.
  • Delete: only shown for unpublished products. In Deleting Product, click Confirm to remove the product forever. You see Product successfully deleted.
  • Create Order: choose a customer, then continue to a new order with this product. Shown to team members who can view and create orders.

Step 5: Update stock quantities in bulk

  1. Tick the checkboxes of the products you want to update. The More button appears.
  2. Click More, then Update Quantity. The Bulk Update Quantity window lists each product with its Store Location and Quantity.
  3. Change each quantity: click - or +, or type the new number.
    • For products with variants, click the arrow next to the product name to show its variants, then change each variant's quantity.
    • Products marked Always in Stock and Digital Product can't be changed here. To edit an always-in-stock product's quantity, turn off always in stock on the product's page first.
  4. Click Save. You see Successfully updated stock quantities.

Every stock change is recorded in Inventory History (Step 9).

Step 6: Publish, unpublish or delete several products at once

  1. If your store has more than one store location, first choose one specific location in the Store Location filter. Publishing and unpublishing apply to that location.
  2. Tick the products, click More, then choose:
    • Publish: you see Product successfully published.
    • Unpublish: you see Product successfully unpublished.
    • Delete: the Deleting Products window lists the products that will be permanently deleted. Published products are skipped, and the window tells you how many. Click Confirm. You see Successfully deleted followed by the number of products deleted.

Step 7: Change the order of your products

The Store Position order is the default order your products appear in on your online store.

  1. Tick the products you want to move, click More, then Edit Position.
  2. Next to Move ... products to:, choose:
    • Position, and type the position number (up to your total number of products), or
    • Top or Bottom of the list.
  3. Click Move. You see Successfully updated product position. Click Cancel to leave without moving anything.

Step 8: Export products to a CSV file

  1. Tick the products you want to export.
  2. Click More, then Export Products.
  3. A CSV file named Prosperna_Export_Products_ plus today's date downloads, and you see Successfully exported products via CSV.

The file uses the same columns as the import template and includes each product's ID, so you can edit it and import it back to update those products. See How to Import Products in Bulk.

Step 9: Check your inventory history

  1. On the Inventory page, click the history icon (tooltip View Inventory History) next to the search box. It is hidden while products are ticked.
  2. The Inventory History page lists every stock change with:
    • Product Name, Variant Name (N/A for products without variants) and Location
    • Previous Stock Qty, Added and Decreased Stock Qty (increases in green with a plus sign, decreases in red) and New Stock Qty
    • Last Modified: the date and time of the change
  3. Use the Search box or the location list (All Locations or one location) to narrow the list.
  4. Click the back arrow next to Inventory History to return to Inventory.

Step 10: Add existing products to another store location

This button only appears if your store has more than one active store location.

  1. In the Filter panel, choose the store location under Store Location.
  2. Click Add Products to Location.
  3. In Add Products to (location name), search for and tick the products you want to add, then click Confirm.
  4. You see Successfully added products to location. and then Successfully Added Products: The products are now available at the location. Check your inventory to view the products. Click Ok.

Verify It Worked

Success criteria:

  • After a bulk quantity update, you see Successfully updated stock quantities. and the Quantity column shows the new numbers.
  • After publishing or unpublishing, the Status column shows Published or Unpublished, and the out of ... published count changes.
  • After Edit Position, the products show their new Store Position.
  • Each stock change appears on the Inventory History page.

Troubleshooting

Common errors

  • "You have reached the maximum limit of published products based on your current subscription plan. To add more products, upgrade your plan.": you've reached your plan's limit of published products at this store location. Unpublish other products, or upgrade your plan.
  • I can't see Publish, Unpublish or the Status column: your store has more than one store location and All is selected. Choose one store location in the Store Location filter.
  • I can't tick any products: you need Edit access to Products. Ask the store owner.
  • "No products can be deleted. Only unpublished products can be deleted.": unpublish the products first, then delete them.
  • "This product cannot be deleted as it is currently associated with a pending order." or "Failed to delete ... product(s). They may have pending orders.": the product is in an order that isn't yet Completed, Cancelled or Returned. Finish or cancel that order, then try again.
  • "Digital products and products marked as Always in Stock cannot have their quantities updated.": every product you ticked is digital or always in stock. Tick products that track stock.
  • "Failed to update some stock quantities. Please try again.": some changes didn't save. Check the Quantity column and try again.
  • The page shows "Taking longer than expected": click Reload Page.
  • The list shows "No Products Yet": your store has no products yet. Click Add Product.

Limitations & considerations

  • Published products are limited per store location: up to 50 on Launch and 100 on Grow. Scale and the free trial have no limit.
  • Only unpublished products can be deleted.
  • The Inventory page itself doesn't flag low stock. Sort by Quantity or use the Quantity filter, or set up a Low Stock email alert under Settings → Messaging → Alerts (see How to Update Stock Levels).
  • In Bulk Update Quantity, a product without variants that is assigned to several store locations has the change split evenly across those locations. Variant quantities are saved to the product's first store location. To set stock for one location exactly, edit the product instead.
  • Unpublishing a product also removes it from other products' related products.
  • If a product has its own page in Page Builder, unpublishing the product also unpublishes that page and removes it from your main menu. Publishing it again republishes the page and adds it back. Deleting the product moves the page to the trash.
  • Export Products exports only the products you tick.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/10/2026