Use Virtual Stock to set daily quantity limits for products — useful for items you prepare fresh each day (e.g., only 50 croissants available per day). When the limit is reached, the product automatically shows as "sold out" on the POS and QR ordering page.

When to use this: When you need to allocate or view virtual stock levels across different outlets.

Prerequisites

• Outlets and Products must exist
• Virtual stock feature enabled in Feature Setup

Outlet Virtual Stock Balance

📝 General Description

Virtual Stock displays a list of products with their virtual stock quantities per outlet. This feature is used primarily for:

• QR Online Ordering — Limiting how many units customers can order online
• E-commerce integrations — Controlling stock visibility for third-party platforms
• Flash sale control — Limiting quantities during promotional events

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How Virtual Stock Works

Toggle Behavior

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Filter Panel

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Action Buttons

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Data Grid Columns

[!NOTE] The ⬇️ blue arrow buttons below the Current Qty and Default Qty columns let you fill the same value down to all products in the grid. This is useful for setting the same virtual stock across all items quickly.

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How to Set Up Virtual Stock

1. Navigate to Product Setup > Outlet Virtual Stock Balance.

2. Use the filter panel to select an outlet and product category.

3. Enter the virtual stock quantities for each product.

4. Click Save to apply the virtual stock allocation.

Expected Result: Virtual stock quantities are saved and reflected in stock reports.

💡 Example

Scenario: A restaurant uses QR ordering and wants to limit daily availability of a special dish.

• Physical Stock: Kitchen has ingredients for 50 bowls of ramen
• Virtual Stock: Set to 30 — only 30 bowls available via QR ordering
• Default Qty: 30 — resets to this number daily
• Reset Every: Daily
• Purpose: Reserve 20 bowls for walk-in customers who order at the counter
• Result: When 30 online orders are placed, the QR menu shows "Sold Out" even though the kitchen still has capacity

[!TIP] Use the Reset Every dropdown to automate daily resets. For F&B operations, set Daily to reset virtual stock each morning based on the day's prep quantities. For retail, use Never and manage stock manually.

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Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

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How to Set Virtual Stock Balance

1. Navigate to Product Setup > Outlet Virtual Stock Balance from the sidebar menu.
2. Select the Outlet from the dropdown at the top.
3. The list shows all products with their current virtual stock balance.
4. Click the product name to edit its virtual stock.
5. Enter the virtual stock quantity for this outlet.
6. Click Save to apply.

How to Edit Virtual Stock Balance

1. Navigate to Outlet Virtual Stock Balance and select the outlet.
2. Find the product you want to update.
3. Click the product name to open the stock form.
4. Modify the virtual stock quantity.
5. Click Save to update.

Expected Result: The virtual stock balance is updated and reflected on the POS after sync.

[!NOTE] Virtual stock is a display-only stock count for outlets that don't use full inventory management. It does not affect actual inventory movements.

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FAQ

Q: Why is my product not showing on the POS? A: The POS needs to sync first. Check Terminal Status to see the last sync time. Also verify the product is not deleted and is assigned to the correct outlet.

Q: Can I delete a product that has sales history? A: You can soft-delete it (it will be hidden from active lists and POS), but it cannot be permanently removed because it is linked to transaction records.

Q: How do I update prices for multiple products at once? A: Use the Data Importer > Product Importer to bulk update. Export the current list, modify prices in the spreadsheet, then re-import.

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Troubleshooting

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Related Menus

• Category Setup — product categorization
• Department Setup — reporting hierarchy
• Sales Setup > GST Setup — tax rates for products
• Data Importer > Product Importer — bulk product upload
• Sales Setup > Payment Mode — payment methods at POS

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Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.

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Field Reference

[!NOTE] Additional fields specific to this page are documented in the sections above. The table above shows common fields present across most pages.