The Trail's End system offers the capability to monitor your inventory from the moment it arrives at your unit to when it is distributed to a Scout or Storefront. Precise tracking enables you to identify and rectify any discrepancies during your sale.
This article covers:
How inventory is tracked in the system
How to fix transaction errors
What to do when system inventory doesn’t match what you have on hand
How Is Inventory Tracked in the System?
There are three types of inventory in the Trail’s End system:
Unit Inventory
When a unit order is approved by your Council, the Qty Ordered column on your dashboard updates automatically.
The following actions affect Unit Inventory:
Transfers to or from other units
Returns to Council (if allowed)
Transfers to Scouts or storefronts
Unit inventory represents what is physically on hand with the unit.
Storefront Inventory
Transfer inventory from your unit to a storefront to track what was sent to that location.
As storefront sales are recorded, inventory is automatically deducted.
At the end of the day:
Reconcile the storefront inventory
Transfer remaining inventory back to the unit
For detailed steps, see:
How do I manage my unit’s storefront inventory?
Scout Inventory
Transfer inventory from the unit to a Scout when giving them product to sell.
Scout inventory allows you to track:
What products a Scout has checked out
What still needs to be delivered to customers
If Scouts do not check out inventory:
They should mark sales as undelivered/delivering later
Leaders can later transfer the needed quantities to fulfill those orders
When a Scout marks an item as delivered, their inventory decreases.
Undelivered items do not affect inventory until marked delivered.
For guidance, see:
How do I manage my Scouts’ wagon inventory?
How Do I Fix a Transaction Error as a Unit Leader?
Storefront Sales
If the error is caught immediately:
Refund the order (see How do I refund a storefront sale?)
Record the sale again with the correct item(s)
Important notes:
Partial refunds are not possible - full order refunds only
Do not refund a credit card sale if you no longer have the card to re-record it
Use an inventory adjustment instead (see below)
If the dollar amount is the same, refunding is optional - an inventory adjustment may be sufficient
If the error is found later:
Follow the storefront closeout process
Use the closeout guide to make inventory adjustments
Refunding and re-recording sales at this point is not recommended
See How do I closeout a storefront using the closeout guide?
Scout (Wagon) Sales
Cash sales can be refunded and re-recorded
Do not refund a credit card sale if you no longer have the card to re-record it
If refunding is not possible, the unit leader can correct the issue using an inventory adjustment.
See:
My System Inventory Does Not Match What I Have on Hand. What Can I Do?
Note: If the discrepancy occurs at the end of a storefront, first see How do I close out a storefront using the closeout guide?
If inventory is off, you can adjust your Qty at Unit to match your physical inventory:
Scroll to the product section at the bottom of your dashboard
Click the black arrow next to the item you need to adjust
Enter the adjustment amount in the Transfer/Adjust Qty column:
Positive number → add inventory
Negative number → subtract inventory
Select a reason from the dropdown
Click the blue Adjust Transfer button
Important:
This adjustment only changes your unit inventory
It does not change your invoice with Council
Helpful Tip
Inventory issues are easiest to fix when addressed as soon as they are noticed—especially during storefront closeout. Waiting until the end of the season often makes reconciliation more difficult.