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Inventory Management

The Inventory section shows stock levels for your products and lets you make manual adjustments.

Prerequisites​

  • Admin access to the Ledgerline Admin Panel.
  • At least one product with inventory tracking enabled.

How Inventory Works​

Each inventory-tracked product has a snapshot that records:

FieldDescription
Quantity AvailableUnits currently available for sale.
Quantity ReservedUnits held for submitted but unfulfilled orders.

When a customer submits an order through Discord, the system automatically reserves the ordered quantity. If the order is cancelled, the reserved quantity is released back to available stock.

Viewing Inventory​

Open Inventory in the admin sidebar. You will see each product's current available and reserved quantities.

Inventory Transactions​

Every stock change is recorded as an inventory transaction. Transaction types include:

TypeMeaning
ADJUSTMENTManual change by an admin.
RESERVEStock reserved for a submitted order.
RELEASEReserved stock returned (order cancelled).
SALEStock deducted after payment confirmation.
RESTOCKNew stock added.

Stock Quantity Visibility​

Admins can control whether customers see exact stock counts or a simple "In stock / Out of stock" indicator.

  • Tenant default: set defaultQtyVisibility in Bot Config to public (show counts) or private (hide counts). Applies to every product unless overridden.
  • Per-product override: each product has a qtyVisibility field with three values:
    • inherit — use the tenant default (default for new products).
    • public — always show the exact quantity on this product.
    • private — always hide the exact quantity on this product.

When visibility resolves to private, /catalog and /stock render "In stock" for any positive quantity and "Out of stock" for zero.

Product Cost vs. Price​

Each product now has two price fields:

  • priceCents — customer-facing price, shown in catalog / order / receipts.
  • costCents — your cost basis. Admin-only. Never returned in customer-facing API output. Use it for margin reporting.

Set both when creating or editing a product in the admin panel.

Default Product Image​

In Bot Config, set defaultProductImageUrl to a fallback image URL. Any product without its own image will use this URL in catalog embeds. If neither is set, Ledgerline falls back to a placeholder image.

Each transaction records the quantity change, the associated order (if any), and an optional reason.

Making a Manual Adjustment​

  1. Open the inventory record for the product.
  2. Update the available quantity.
  3. Provide a reason for the adjustment (recommended for audit purposes).
  4. Click Save.

Discord Commands for Inventory (Admin)​

Two admin-only commands are available directly in Discord:

/restock product:<name> quantity:<n>​

Adds stock to a product. Uses Discord autocomplete on the product option. Responds with an ephemeral confirmation: Restocked Widget: 5 → 12 units. See restock command docs.

/add-item​

Opens a modal to create a new draft product (isActive=false, isPublished=false). After submission, you receive an AdminJS deep-link to upload an image and publish the product. See add-item command docs.

Low-Stock Alerts​

When a product's available quantity drops to or below the lowInventoryThreshold configured in Bot Config, Ledgerline:

  1. Creates an alert record (type LOW_INVENTORY, severity WARN) in the Alerts panel.
  2. Posts a message to announcementChannelId if configured.
  3. If lowStockAnnounceEveryone is true in Bot Config, prefixes the message with @everyone.

Alerts fire once per threshold-crossing. Running /restock resets the alert gate — the next time qty drops below threshold, a new alert fires.

Bot Config fields:

  • lowInventoryThreshold — qty at or below which an alert fires (default: 5).
  • lowStockAnnounceEveryone — whether to @everyone in the announcement (default: false).

Keep an eye on the Alerts section to stay ahead of stockouts.

Draft Products​

Products created via /add-item start as isPublished=false. They are invisible in /catalog and /stock until an admin sets isPublished=true in the AdminJS panel. This allows you to prepare a product (upload image, set final price) before it goes live.

Last updated on by renovate[bot]