When a store-owned item sells, its quantity drops to 0 but its status stays Active. It doesn't change to SOLD. If you mostly carry one-of-a-kind pieces, this can make it look like sold items are still in the store. This article explains why it happens and how to see only the items you actually have on hand.
Why store-owned items don't change to SOLD
SimpleConsign handles status differently depending on who owns the item:
| Inventory type | What happens when quantity reaches 0 |
|---|---|
| Consignment (owned by a consignor) | Status changes to SOLD automatically. The item can't be edited again until it's restocked. |
| Store-owned (owned outright by your business) | Status stays Active. The item can still be restocked and sold again. |
Store-owned items stay Active on purpose. Many stores sell the same store-owned item over and over, like accessories, supplies, or restocked merchandise. They can sell it even after the count reaches 0, which keeps sales from being blocked when the count is off.
This isn't an error. If a store-owned item shows Active with a quantity of 0, the sale went through normally and your sales and transaction records are correct.
Don't switch store-owned items to consignment just to get the SOLD status. Consignment items are tied to a consignor and are included in consignor payouts. Changing the inventory type to get a different status will affect how the sale is tracked and paid.
See only the items you have on hand
To find out what's actually in the store, filter by quantity instead of status.
On the Inventory tab
- Go to the Inventory tab in the Back Office or the Terminal.
- Open the Quantity dropdown and select Quantities More Than 0.
- (Optional) Set Inventory Type to Store-Owned Inventory to see only store-owned items.
- Run your search.
Sold store-owned items drop out of the results, even though their status still says Active.
Note: The All Quantities option includes items at 0 quantity, so sold store-owned items will show up in that view.
In a custom report
For inventory counts, audits, or reports you run regularly, add this filter to any inventory-based custom report:
- On Hand QTY is greater than 0
The report will then show only items that are currently in stock.