How to monitor available quantity?

Hi

Is there any way to record the quantities of specific (unlimited) items purchased by a client against a table, I know you can manually view the product quantities purchased against a submission but I need to be able to monitor the totals against a client to be able to notify them when their stock purchased is getting low.

Ideally they make a purchase through one form and it adds the client to another form if they don't already exist, and updates their quantity and as they're used internally (submitted from another form) the quantity level is reduced and they are notified when the level is at a set number.

Can you think of any way this might be possible or any aspects of what I'm trying to achieve that are possible?

Hi MBCService, 

Thanks for using Jotform. You can easily set a stock limit for your products using our Inventory widget. Let me show you how to set it up:

1. In Form Builder, click on the Add Form Element menu on the left side of the page.

2. Click on the Widgets tab, search for Inventory, and click on it to add it to your form.

3. Click on the Inventory widget field, then click on the Wand icon to open its settings.

4. In the menu on the left side of the page, under the Available Quantity section enter your stock limit.

Don't forget that you can only use whole numbers in stock, so numbers with decimals won't be recognized. If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better?

Give it a try and let us know if you have any other questions.

Hi Raymond

that doesn't really work, I need to "record the quantities of specific (unlimited) items", and doesn't answer the rest of the requirements.

Do you have any other suggestions on how to achieve the process I need?

Hi MBCService,

I understand what you’d like to do, but I’ll need a bit of time to work out a solution. I’ll get back to you shortly.

Appreciated, thank you.

Hi MBCService,

To clarify, have you already set up a form for the unlimited items? If yes, can you send us the form URL? From the tests I made, we can create an unlimited item, but we need to use a plain Number element to your form where the clients can enter their preferred numbers for that specific unlimited items.

Also, to clarify, do you have two forms or databases, where we can check if the customer exists, and automatically reduce the quantity of the selected items? Do the clients have their own database or form where we can reduce the quantity? Are you trying to look up the product quantity from your form to your client's documents or files? Can you explain a bit more about your requirements, so I can get a better idea of what's happening?

After we hear back from you, we’ll have a better idea of what’s going on and how to help.

Hi Jomel

There are currently 2 forms I want to do this from:

1. https://www.jotform.com/build/243328228308052
2. https://www.jotform.com/build/242870567812867

The clients can not enter in the number, that would be an issue. The amount recorded against the select a credit quantity in blocks that will calculate a total value of credits and allows for pricing breaks.

Yes we do need to record the total number of credits against the customer, I have a table (Support Credits) added here:

• https://www.jotform.com/tables/243376547199067/250193579837066

but don't have any further actions/updates to it currently as I thought this issue would need to be resolved first.

I do need to be able to look up their total quantity and they need to enter in their ID after the first time they make a purchase (ID is hidden on first purchase but shows on invoice).

Basically the process is client makes a purchase for x credits which comes from 2 different product options and has a shared value of total credits which needs to update the client record on the Support Credits Tab.
They use up credits over time and the and need to be notified once it gets low. After this is resolved I was going to make another form that allows for reducing credits that I update internally.
When credits are low the client needs to know how many credits are left so they can decide on how may more they might want to purchase.

Hi MBCService,

Unfortunately, it's not possible to count the purchases against a value from the table. Right now, if you're using the Product List field, only the stock system built into it can be used. Let me show you how you can set up a Low Stock Alert in just a few easy steps. Let me show you how:

1. Open your form in Form Builder and select the Product List field. 
2. Click on the List icon on the right side of the field.
3. In the menu that opens up, hover your mouse over an item and click on the Pencil icon.
4. Now, click on the Stock tab, enable the Low Stock Alert, and enter a Low Stock Value.

If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better? Right now, we don't have access to the tables you shared. If you can enable access for us, we'll be able to check and see what's going on further. Don't worry, you can disable that again after we're done checking things out. Let me show you how to do it:

1. In the upper-right corner of your My Forms page, click on your Avatar/Profile Image icon.

2. In the small window that opens, click on Settings.

3. In the panel on the left, click on the Security tab.

4. Then, on the bottom-right side of the page, toggle Jotform Support Access to the On position.

After we hear back from you, we’ll have a better idea of what’s going on and how to help.

Hi

Jotform Support Access is currently set to On.

Hi MBCService,

I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

Thanks for your patience, we appreciate it.

Hi MBCService,

I understand you're looking to automate the tracking of purchased credits per client and update their balance as they're used, including sending alerts when the credit amount gets low. Unfortunately, it's not possible to dynamically update values in a Jotform Table or cross-reference submissions from different forms in real time using built-in features. The Product List field can only track stock individually and can't interact with other forms or tables to perform calculations or updates.

You might consider using a third-party automation tool like Zapier or Make to connect submissions between forms and update an external database like Airtable or Google Sheets. From there, you could build a notification system for when credit values reach your defined threshold. It's easy to Set Up Zaps in Form Builder with Zapier Integration in Jotform. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.
2. Click on Integrations in the menu on the left side of the page.
3. Then, search for Zapier and click on it.
4. Under the Your Zaps section, click on the Connect to Zapier button and log in to your account in the window that opens.

Once you log in to your Zapier account, you can also use Zaps between supported web apps. You can also check out our guide How to Use Zapier with Jotform for more information and see an example of how a Zap is used.

Let us know if there’s anything else we can help you with.