Every single merchandise item you create in Topspin has its own independent inventory. No matter what combination of packages and offers the product is available through, a sale anywhere on the web will decrement your product's inventory by one. This way, no matter where sales are taking place, you'll always be 100% certain of your remaining quantity available to sell. If you click into a given product and scroll down, you'll see a "SKU Table" detailing real-time inventory numbers for your product.
1) In Stock Quantity - this is the number that the fulfiller physically has on hand at any given time. This can be verified by going over to a warehouse shelf or palette and physically counting. This number is posted directly by your fulfiller (or you, if you're a self-fulfiller) and they are they are the only definitive source for this number. This number will be decremented as your orders are shipped out and officially marked "shipped" by your fulfiller.
2) Backorder Cap - this is the amount of an item that can be sold beyond the actual physical quantity in stock. This has the effect of increasing a product's sellable quantity. In the case of pre-orders, this number may be used to set a quantity to facilitate pre-sales of a given product. This number is managed by the fulfiller, which is the only source of this number. This defaults to "0" which means that backorders are disallowed. This does not have an "unlimited" flag, but the cap should be sufficiently large to allow successful pre-sales. If you're projecting under 1,000 pre-orders, input a couple thousand for backorder cap.
3) Reserve Quantity - this quantity is held back or set aside from the sellable quantity. This is to maintain a reserve of items for customer service purposes, or for other non-Topspin purposes (promotional copies or merch table sales). This number is managed by the artist or Topspin account manager.
4.) Available - individual Stock Keeping Units unchecked here will not be purchasable by your customers.
5) Sold & Shipped - this number is an historic count of how many items have been sold, less refunds. This is to maintain a running total of sales and provide historic insight into sales.
6) Sold & Not Shipped - this is the number of items that have already been sold but have not yet been marked shipped by the fulfiller. This can be verified by seeing how many items are in a "pending" state in your Fulfill tab.
Quantity Available to Sell
Perhaps the most important number to monitor in your SKU table is "Quantity Available to Sell". No matter what calculation methods you're using, if your final "quantity available to sell" does not match the actual number of units you can deliver to customers, you're going to end up overselling or underselling your merchandise. Always keep an eye on your quantity available to sell when setting up your product inventory.
The formula to determine Sellable Quantity is:
(In Stock - Reserve Quantity) - Sold, Unshipped + Backorder Cap
artist sends warehouse 100 shirts with a reserve quantity of 10
in stock | backorder cap | reserve | sold shipped | sold unshipped | qty avail to sell
100........ 50...................... 10............ 9..................... 20......................... 120