Why Inventory Accuracy Matters in EDI
When you sell through multiple retailers, keeping track of how much stock you have is critical. If Amazon thinks you have 200 units available but you actually only have 50, you could end up accepting orders you can't fulfill. In the EDI world, this doesn't just mean a disappointed customer — it means chargebacks, damaged retailer relationships, and potential loss of your vendor status.
Some retailers actively request inventory feeds from you using the 846 Inventory Inquiry/Advice document. This tells them exactly what you have in stock so they can adjust their purchasing. Even retailers that don't require an 846 expect you to only accept orders you can actually ship.
Updating Inventory in RetailReady
There are three ways to keep your stock levels current:
Manual Updates
Go to Products, select a product, and update the Quantity on Hand field. RetailReady calculates your available quantity automatically (on hand minus reserved). This works for small catalogs, but it's easy to forget — especially when you're fulfilling orders across multiple channels.
CSV Import
Upload a spreadsheet with your current stock levels. Go to Products → Import Inventory and use the provided template. This is useful for periodic bulk updates, such as after receiving a new production run.
Automatic Sync
RetailReady can connect to your accounting or inventory management system to keep stock levels updated automatically:
- QuickBooks — Syncs inventory counts from QuickBooks Online.
- NetSuite — Pulls real-time inventory from NetSuite's item records.
- Custom API — Connect any inventory system via RetailReady's inventory integration API.
Tip: If you sell on multiple channels and through EDI retailers, automatic sync prevents you from double-selling the same inventory. This is one of the most common problems new omnichannel suppliers face.
Reorder Points and Low-Stock Alerts
For each product, you can set a reorder point — the minimum quantity at which RetailReady sends you an alert. For example, if your reorder point for Vanilla Extract is 100 units and your stock drops to 95, you'll get a notification so you can reorder from your manufacturer before you run out.
You'll find these settings under Products → [Product Name] → Inventory Settings. You can configure alerts to be sent via email, in-app notification, or both.
How Accurate Inventory Prevents Chargebacks
Retailers penalize suppliers for a variety of inventory-related issues:
| Issue | What Happens | Typical Penalty |
|---|---|---|
| Accepting an order you can't fulfill | You acknowledge the PO, then cancel later | Cancellation chargeback (often 5–10% of order value) |
| Shipping partial orders | You ship fewer units than ordered without prior approval | Short-ship chargeback |
| Inaccurate inventory feeds | Your 846 says 500 units available, but you only have 200 | Loss of vendor trust; possible suspension |
The best defense against all of these is simple: keep your inventory accurate. If you know you're running low on a product, it's better to update your stock levels proactively than to deal with chargebacks after the fact.