Manage Inventory Counts

When to use this

Use this article when you need to manage Inventory Counts in Topo. The main staff surface is Staff > Commerce > Inventory. It is written for Managers, Front Desk.

What this covers

• Tracked/untracked variants

• Search by product/barcode/SKU

• Low-stock filters

• Bulk updates

• Last restocked

Before you start

• Use a staff role that can view and edit catalog, inventory, purchase order, or tax setup as needed.

• Create locations and categories before assigning location availability or organizing catalog records.

• Select the relevant location when counting stock, receiving purchase orders, or checking POS availability.

• Confirm tax, inventory tracking, SKU, barcode, and active status before staff rely on the item in POS.

• Run a small POS test after setup when the change affects checkout.

Steps

1. Open Inventory and select the relevant location if needed.

2. Search by product, variant, SKU, barcode, category, or low-stock filter.

3. Open a variant or use bulk update for tracked inventory.

4. Enter the new count and low-stock threshold.

5. Save and review the low-stock indicator.

6. Use purchase orders for receiving stock instead of manual adjustment when you want a purchase trail.

What happens after saving or completing this

• Topo saves the record in your gym account and updates the related staff screens.

• Member-facing visibility, checkout behavior, access, email delivery, inventory, or reports may change depending on the workflow.

• Review the affected profile, checkout, signup page, report, or audience before considering the task complete.

Common issues and fixes

• Checkout is disabled: confirm selected location, non-empty cart, member or guest checkout, payment readiness, and required payment method.

• An item is missing: check active status, location availability, variant sellability, bundle contents, and inventory tracking.

• A payment or Terminal sale is pending: review the sale record before retrying so you do not double-charge the customer.

• Inventory count must be a non-negative whole number.

• If an item is missing from inventory, check whether the product is archived, inactive, untracked, or unavailable at the selected location.

Related articles

• Choose Member Checkout or Guest Checkout in POS

• Add Products, Plans, Bundles, and Access Items to the POS Cart

• Apply and Remove Promo Codes in POS