Every order form has a Stock Needed tab that does the counting for you. It adds up the copies your orders need, takes off what you already have and what's on its way, and shows what's left to order. You don't need Bookvault to use it.
Open the tab
Open the order form from Direct Sales or Events.
Choose the Stock Needed tab.
You'll start on the Needed sub-tab, which holds your stock list. The Order stock sub-tab beside it holds the stock orders you've placed with Bookvault. A small number on it shows how many of those orders are still open.
Ticket forms have their own Stock tab, which works differently.
What the numbers mean
The card at the top shows:
Needed: the copies your orders on this form need, with a split such as "12 paperback · 8 hardback".
On hand: the copies you've told Beventi you already have.
Ordered: copies on order from Bookvault that you haven't marked received. This includes orders waiting on you or that couldn't be sent. It shows when Bookvault is connected or you have open stock orders.
To order: what's left to get. A note such as "5 not in Bookvault" shows when some of those copies are books Bookvault can't supply.
"To order" starts with "Needed" and takes off:
your "On hand" count
copies on order from Bookvault (Ordered)
copies on reader orders from this form that Bookvault has, whether they're printing, shipped or waiting on you
It never goes below zero. When Bookvault has reader orders for a book, you'll see a line under its title such as "4 sent to readers by Bookvault". That way you don't pay for copies Bookvault is already printing for your readers.
Example: your form needs 40 copies of a paperback. You have 10 at home, 12 are on order from Bookvault, and Bookvault has 3 more on reader orders. "To order" shows 15.
Under a book's Ordered number, a short line such as "In 2 orders" or "Waiting on you" tells you where those copies are.
Only books with orders, an "On hand" count or copies with Bookvault appear in the list. If nothing has been ordered yet, you'll see "You have no orders".
Record what you already have
In the Stock needed list, find the book. Books are grouped by series, with the rest under "Standalones". A book with variants has a row for each variant.
Type how many copies you have in its On hand box.
Press Enter, click away, or just stop typing. The status changes to "Saving..." and then "Saved".
To order updates straight away. If you see "Not saved. Try again.", press Try again. Your number stays on screen while you do.
On hand is a count for this order form only. When you mark a Bookvault stock order received, its copies are added to On hand for you.
Choose whether deposit orders count
If your form takes deposits, you'll see an Include partially paid switch at the bottom right of the figures card. It's on to start with, so partly paid orders count toward Needed. Turn it off to count fully paid orders only. "Needed" and "To order" follow the switch, and so does the Order stock page if you open it next.
Search, filter and export
Type in Search products... to find a book. If nothing matches, you'll see a message such as "No items match your search." with Clear search or Reset filters beside it.
Open Filters to narrow the list by Series, Format and, when the form has editions, Edition. Press Apply, or Reset all to clear them.
On the Needed sub-tab, press Export CSV for a spreadsheet with "On hand", "Ordered" and "To order" columns. It follows your search and filters. If an "On hand" number hasn't saved, it asks you to save it first.
FAQ
Do I need Bookvault to use the Stock Needed tab?
No. Needed, On hand and To order work for every order form. Bookvault adds the Ordered count, takes copies it's printing for your readers off To order, and lets you order printed stock. Until Bookvault is connected, the Order stock sub-tab shows "Order stock from a printer" with a Connect Bookvault button.
How do I work out how many books to bring to my event?
Open the event's order form and choose Stock Needed. Type what you already have into On hand. To order then shows how many more copies you need.
Does On hand change my product stock or inventory?
No. Your products, your other forms and what readers can buy stay exactly as they are.
Why is 'To order' lower than 'Needed' minus 'On hand?'
Copies on order from Bookvault, and copies on reader orders Bookvault already has, are taken off too. Check the "Ordered" column and the "sent to readers by Bookvault" line under each book.
A book is missing from the list. Where is it?
A book only shows once it has orders, an "On hand" count or copies with Bookvault. Also check your search and filters. The Include partially paid switch changes how many copies a book needs, not whether it's listed.