Prevent out of Stocks in 5 Easy Steps

Prevent out of Stocks in 5 Easy Steps

A man scanning a box to prevent out of stocks

Out of stocks, also known as oversells and stock outs, happen when you have a product sell that you cannot fulfill. Or, when you’ve lost a sale due to not having a product any longer. Too many out of stocks can devastate brand trust and increase customer service costs. For those reasons, how to prevent out of stocks should be at the top of any company’s list of priorities. Out of stocks are unique in that they’re unpleasant for pretty much everyone in the eCommerce food chain. But, by following these 5 steps to prevent out of stocks, you can save headaches company-wide.

1 | Prevent Out of Stocks by Utilizing Buffers

If you have shared inventory across multiple online marketplaces or do daily deals you may want to consider using a buffer for those items. You’ll be surprised how drastically this will prevent stock outs.  There are generally two ways to think about buffers:

  1. When you get down to an available quantity of X, you’ll want to only have it live on XYZ marketplace. For example, when we have two size 9 Steve Madden shoes in stock, they will be live only on Amazon.
  2. You only want to show 50% of your total available quantities to a daily deal site or on certain marketplaces.

Most Channel Management systems offer buffers as one of their tools. For example, ChannelAdvisor, a channel management system that integrates with SkuVault, allows users to keep a minimum quantity in inventory. When the available quantity reaches the value, they’ll update the quantity of your SKU at the channel to “0” so that it can no longer be purchased by consumers. By maintaining a product buffer, you’re able to ensure that you won’t oversell a product. It will automatically be removed from a marketplace once it gets below a certain quantity.

2 | Forecasting and Reordering

If you have high velocity products on multiple channels, then you’ll want to make sure to reorder and receive before you run out. You can forecast and determine your reorder point by going off your sales history, current order quantities, and on-hand quantities.

Even without forecasting, your reordering strategy can prevent stock outs by a simple reorder point notification. You can do this manually, or use a warehouse management software like SkuVault. SkuVault has replenishment reporting, which lets you know when your inventory levels dip below the desired quantity. You can prevent out-of-stocks because you’ll know exactly how much inventory you have on hand, and be ready to order more before you run completely out.

3 | Reducing Human Error

In order to keep your inventory accurate you need to reduce as much human error as possible.  Anything that makes things easier and quicker for the user is essential – we really can’t stress this enough.

  • Scanning is a must – anytime you have users typing there are going to be mistakes.
  • Using incentives to pay your employees is great for productivity. It forces quantitative measurements to be taken of their work, and they know their actions are being tracked. This tends to drastically reduce errors as well as increase efficiency. We conducted a study where we tracked the average picking time compared it on the weekdays to the weekend.  On the weekends, the employees at this facility were told they could leave when the day’s work was completed.  Not surprisingly, but certainly depressingly, they were literally twice as fast on the weekends.
  • Clear, concise labeling: never underestimate the benefit of your employee being able to easily distinguish between products and sections of your warehouse.

4 | Cycle Counts

Organized inventory is accurate inventory, and accurate inventory is less susceptible to out of stocks. Regular cycle counts will help you maintain and improve upon the state of your inventory and your warehouse. Improving cycle count procedure could really have its own article (Oh, wait! It does!), but we’ll just go over the main points here.

  • Try to cycle count quarterly, to minimize the time spent / tears shed / horrible ordeal of physical counts.
  • Cycle count in order through your warehouse, and make sure it’s part of your (or a trusted employee’s) daily routine.
  • Maintain an accurate inventory with a warehouse management system. A WMS, like SkuVault will help you. Also, check out these tips on how to maintain and manage your warehouse without software.

5 | Quality Control

After picking, but before packaging / shipping, have someone in your warehouse responsible for quality control. If the wrong items are being removed from inventory, you are losing accuracy, which can be reflected in what is live online, and can cause more out of stocks. The ultimate defense against human error, this not only prevents the wrong items from being sent out, but will prevent out of stocks as well.


If you’re selling on multiple channels or running a busy warehouse, out of stocks happen, but with a little planning they don’t have to. Take the steps to prevent out of stocks to reduce customer service costs, to uphold brand and customer trust, and to just plain and simple make your life easier. 

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