Out of Stock (OOS) Items — Product Management Process

This process outlines the steps for handling Out-of-Stock notifications, from the Support Team receiving the alert to Product Management updating internal tracking and WordPress data.

1. Support Team Responsibilities

1. Receive the OOS Email
   • The Support Team monitors incoming Out-of-Stock (OOS) emails.
2. Take a Screenshot
   • Capture a clear screenshot of the OOS email, showing the affected item(s), SKU, and any relevant details (e.g., vendor name, variant, timestamp).
3. Post on Slack
   • Share the screenshot in the designated #product-management or #fulfillment channel.
   • Tag @ProdTeam in the message so Product Management is alerted immediately.
   • (Note: ProdTeam doesn’t have access to Front, so tagging is required to ensure visibility.)

2. Product Management Responsibilities

A. Core SKU List Update

1. Open the Core SKU List file.
2. Navigate to the GTIN Stock Update tab.
3. Add or update item details based on the OOS email or Slack post, including:
   • SKU / GTIN
   • Product Name
   • Vendor (e.g., WL, SanMar, S&S)
   • Current Stock Status
   • Notes or Date Updated

This ensures all stock changes are tracked for reporting and vendor follow-up.

B. WP Admin Update

1. Log in to WordPress Admin.
2. Go to STOCK & GTIN.
3. Open the GTIN Stock Status tab.

Then follow the appropriate step below:

• If the item is not yet logged → proceed to Step 3: Log a New Item.
• If the item is already logged → proceed to Step 4: Update an Existing Item.

3. Log a New Item

In the Stock & GTIN Sheet Update tab:

• Add the new item’s GTIN, SKU, product name, vendor, and stock code.
• Include any notes from the OOS email (e.g., estimated restock date, vendor status, or alternative SKU if applicable).

4. Update an Existing Item

In the Update via GTIN section:

• Locate the item by GTIN or SKU.
• Update its stock status and notes as needed.
• Confirm that the change reflects accurately on the front end of the site once synced.

Code	Status	Description
1	Out of Stock	Item currently unavailable; awaiting restock.
0	Discontinued / Unlisted	Item permanently removed from catalog or vendor discontinued.
9999999	Back in Stock	Item is now available; update live listings as needed.

Additional Notes

• For critical SKUs (core or high-volume products), notify admin if the vendor has not confirmed a restock timeline.
• Always double-check vendor portals (WL, SanMar, S&S) before marking an item discontinued.
• Keep communication in Slack threads organized reply under the same thread for ongoing updates to that specific SKU.
• Monthly review: Cross-check the Core SKU List and WP Stock Sheet to ensure data consistency.