Who Is This For?
Owners, finance staff, and shift leads who check Beep Delivery sales in BackOffice, compare rows before and after payout, and need inventory tracking behaviour explained for Beep and your menu.
Overview
This article shows where to open Beep transaction history in BackOffice, how rows look before and after payout settles, and how to turn on simple stock tracking for products sold on Beep (and QR Order and Pay when it shares the same catalog). It also explains what guests see on beepit.com and the Beep app when stock moves from healthy to low to sold out, including failed payments and sync timeouts.
It brings together the topics from the reference articles linked below.
For opening hours, see here.
For menus and promos when sales look weak, see here.
Before You Begin
You can sign in to BackOffice on a desktop browser.
You know which store and date range you are checking.
You have permission to edit products or Stock Management if you will change stock quantities.
Step-by-Step Guide
Open Beep Transaction History in BackOffice
1. Go to 'Online Orders'. The order management area opens. Beep Delivery transactions appear there with your other online channels.
2. Use filters for date, store, channel, or status until the list matches the period you are checking.
Read Rows Before Payout Is Processed
Before payout settles, rows will show a pending state.
Read Rows After Payout Is Processed
After payout runs, the same orders should show Completed so you can match them to bank deposits and fee lines.
Understand Supported Inventory Setups
Tracking on Beep follows product rules in BackOffice. Supported combinations look like this:
Topic | What works |
Order flow |
|
Product variant type | Single-choice variant |
Inventory type | Simple inventory only |
Composite inventory and serialized inventory cannot use this track-stock workflow yet.
Turn on Inventory Tracking for a Product
This feature can be managed on a product level and you must enable it first in your BackOffice.
1. On the BackOffice, click on the 'Products'.
2. Click on your preferred product to track and click on the 'Basic' tab.
3. Scroll to Inventory & Variants and tick 'Track stock level'.
4. Choose Simple from the Inventory Type dropdown and click Save.
Notes:
After you turn tracking on, update stock quantities regularly. An item at quantity zero stays Sold Out on Beep until you add stock again in BackOffice.
Keep quantities accurate so Beep does not hide items you still have on hand.
Composite and serialised inventory types are not supported for this flow.
Scenario 1: What Customers See When Stock Is Healthy
Applies to beepit.com and the Beep app when quantity is above six in common training examples.
The item shows as in stock.
Guests can add it to the cart.
Next-day pre-order slots are not blocked only because on-demand stock looks low. Guests can still buy within next-day rules.
Scenario 2: What Customers See When Stock Is Low
When quantity drops below five in common training examples:
The plus button greys out once the cart reaches the maximum available quantity.
Next-day pre-order behaviour still follows your pre-order rules.
Scenario 3: What Customers See When Stock Is Out
When quantity is zero or negative:
The menu shows a Sold Out tag on the item and near the description.
Guests cannot add the item to the cart for immediate orders.
Next-day pre-order paths still follow your pre-order configuration.
Scenario 4: When Cart Quantity Matches Remaining Stock
Example:
The guest tries to order the same number of units that were available when they opened the item.
The cart shows an only X left style message.
They cannot increase quantity beyond what remains.
Next-day pre-order rules still apply separately from this immediate cart cap.
Scenario 5: When Payment Fails Before Checkout Finishes
Typical cases:
Stock slipped to low or sold out while the guest was still on the payment step.
A sync error or server error appears instead of a clean checkout.
An inventory sync hits the thirty-second timeout.
Scenario 6: When Payment Fails After Checkout Starts
If payment fails:
Inventory can stay locked or reserved for about fifteen minutes while the system retries or refunds.
If money was captured then refunded, stock should return when the refund completes.
If stock was deducted early on your build, unlocking follows your BackOffice logic for failed payments.
Scenario 7: When Payment Succeeds
On-demand orders and same-day pre-orders deduct inventory once payment succeeds.
Next-day pre-orders follow the next-day deduction rules configured for your account.
To increase quantities for tracked products, follow these guides.
What to Do Next Based on What You Find
If payouts do not match orders, export the payout detail your finance team uses, line it up with the after-payout view above, then contact Support with order IDs.
If stock on Beep looks wrong but BackOffice counts look right, confirm every outlet shares the expected catalog, then review Scenario 5 sync errors.
If sales volume drops, review menu visibility and promos in this article.
Troubleshooting
Issue | Solution |
I enabled tracking but Beep still sells stale quantities. | Confirm you saved the product, refreshed counts, and waited for sync. Retry a small test order. |
Guests see Sold Out but we have stock. | Update quantity in BackOffice under the same product. Check that another outlet is not sharing the wrong pool for your menu. |
Transaction list does not match my bank deposit. | Use the after-payout view, export payout details, then compare fees and refunds line by line. |
Inventory sync timeout appears often. | Capture screenshots with timestamps, note browser or app version, and contact Support. |
FAQs
1. Does inventory tracking cover every product type?
No. Only simple inventory on single-choice variants for on-demand and pre-order flows in this guide. Composite and serialized inventory are not supported here.
2. Do next-day pre-orders follow the same sold-out rules as immediate carts?
Immediate cart limits can differ from next-day pre-order availability. Use your pre-order settings and what you see live on Beep.
3. Where do I change opening hours that affect when these orders appear?
Use this guide for hours, pause, and availability.
4. Who helps with an urgent wrong payout or missing deposit?
Contact StoreHub Support via live chat with payout IDs, dates, and sample order IDs.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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