Mastering Inbound Stock: Your Guide to Variant-Level PO Visibility on Shopify (Post-Stocky)
Hey fellow store owners! Let's talk about something that's been a real headache for many of us, especially since Stocky retired: getting clear, variant-level visibility of our inbound stock when we're trying to create purchase orders (POs) on Shopify. I've been diving deep into the community discussions, and it's clear that many of you, like @louisepatterson from Leia Lingerie, are really feeling this gap. It's tough when you're trying to run a lean operation, prevent over-ordering, and keep those best-selling sizes in stock.
The core problem, as @Mustafa_Ali pointed out, is that native Shopify's PO creation screen doesn't give us all the numbers we desperately need side-by-side: your current on-hand quantity, what's already on order (incoming), and what's still outstanding from previous POs. This friction slows down replenishment decisions and makes it way too easy to order "just in case" – which can lead to tied-up capital and dead stock.
The Critical Mistake: Why "Total Outstanding" Can Sink You
Before we even get to solutions, there's a crucial detail that @juhyun_han highlighted, and it's a game-changer, especially for businesses with many variants like lingerie or swimwear. He warned against totaling outstanding stock across the whole order. Here's why:
Say a PO has two lines. Size M: 12 ordered, 15 turned up, because the supplier rounded to a carton. Size S: 8 ordered, 5 turned up. Ordered 20, received 20. Any sheet that computes outstanding as total ordered minus total received now reads zero, and the PO looks fully received. Size S is three short and nobody will ever chase it, because the over-ship on M quietly paid for it.
Per line it reads correctly: M settled, S still owed 3. Same numbers, completely different decision.
This is so important! Netting across the whole order hides critical shortages in your most popular sizes, while over-shipped slow movers quietly "pay" for the mistake. Always, always track outstanding stock per line or per variant.
@juhyun_han also brought up two other excellent points: stopping receipts that are far above the order (a typo like 200 instead of 20 can cause major stock discrepancies) and remembering that inbound stock only matters if it arrives before your current on-hand stock runs out. As @Denyslg put it, "a delivery that arrives two weeks after you sell out is not supply, it is a gap with paperwork attached." We need arrival dates!
Smart Workarounds: Manual Strategies to Bridge the Gap
Since Shopify's native PO form isn't quite there yet, the community has come up with some clever workarounds. These are particularly useful for smaller catalogs or as a stopgap while you evaluate dedicated apps.
Leveraging Shopify's Existing Inventory Data
As @Moeed suggested, the data does exist in Shopify, just not combined in the PO form. You can get a lot of insight from your Products > Inventory page. This view gives you On hand, Available, Committed, Unavailable, and Incoming per variant. "Incoming" is exactly your units on order but not yet received. Keep this tab open in your browser while building a PO, or export it to a spreadsheet for larger replenishment planning.
Building a Robust Replenishment Spreadsheet
Several experts in the thread, including @clickfromai and @DanielAnderson, detailed how to set up a powerful replenishment spreadsheet. Here's how you can make it work:
- Export Your Inventory: Start by exporting your full inventory list from Shopify, ensuring you have one row per size/color SKU and location.
- Track Outstanding Inbound: Add a column for "Outstanding Inbound." This is crucial: don't put the original ordered quantity here. If you ordered 12 units and 5 arrived, you'd put 7 here, not 12. @Skubase emphasized keeping the original order quantity separate from the amount still outstanding.
- Calculate Your Supply Position: Create another column for "Supply Position." This would typically be your current Available quantity plus your Outstanding Inbound.
- Determine Order Quantity: Now, calculate your "Order Quantity" by subtracting your Supply Position from your Target Stock (what you aim to have).
- Manage Partial Receipts Diligently: This is where many spreadsheets fall short. After every partial receipt, immediately reduce the "Outstanding Inbound" amount for that specific variant. Also, note the expected delivery date for any remaining units.
- Use Available for Decisions: Always use your "Available" stock for purchasing decisions, but keep "On hand" visible for reference. Remember, "On hand" includes units committed to existing orders, which aren't truly "available."
Exploring Dedicated Inventory Apps (The Stocky Replacements)
For many, especially growing stores, manual spreadsheets eventually hit their limits. This is where dedicated inventory apps shine, often built specifically to fill the void left by Stocky. @Denyslg, for instance, mentioned Binly (Binly ‑ Stocktake & Reorder - Stocky replacement: phone stocktakes, POs & smart reorder | Shopify App Store), an app they built that specifically subtracts open PO quantities per variant and keeps partial receipts visible on the order.
@DougInOr also chimed in, recommending FyreTrail. This app seems to tackle the visibility issue head-on, providing the critical variant-level information in multiple places, including the item chooser and for ordering by case quantity. They even shared a sneak peek of what it looks like:
And here's a look at how it helps with ordering by case quantity:
If you're running a Shopify store and feel like you're constantly battling inventory blind spots, exploring these types of apps can be a huge time-saver and a smart investment. Look for ones in the $19-49/month range, as @Mustafa_Ali suggested, that specifically combine these three figures into a single reorder view.
Making Your Voice Heard: Requesting Features
Finally, if you're passionate about seeing these features integrated directly into Shopify's native PO form, @Moeed gave some great advice: post your feedback on community.shopify.dev. This is where Shopify's product teams actually engage, and leading with the "over-ordering risk" argument is likely to resonate more than a general request. Many ex-Stocky users are feeling this exact gap, so your voice adds to a growing chorus.
Ultimately, whether you opt for a clever spreadsheet, a dedicated app, or a combination of both, getting a handle on variant-level inbound stock is crucial for efficient inventory management and happier customers. It's not just about avoiding over-ordering; it's about making sure you have the right products, in the right sizes, at the right time. Keep those discussions going, and let's keep finding the best ways to thrive on Shopify!