Inventory Management Terms

Effective Date: 1 January 2026 · Version 1.0 · Applies To: Shop Operators using the Vyete Sales Space

The Sales Space allows Shop Operators to list products, manage stock, and fulfil Customer orders. These Inventory Management Terms set out your obligations for maintaining accurate inventory within the Platform.

1. Inventory Accuracy Obligation

You must ensure that your listed inventory accurately reflects the products you hold in stock and are capable of fulfilling. The Platform uses your inventory data to:

• Display availability to Customers at the point of browsing and checkout.
• Prevent orders from being placed for out-of-stock items.
• Trigger automatic availability updates when stock is depleted.

Maintaining inaccurate inventory — including leaving items marked as "available" when you have no stock — constitutes a listing accuracy violation under the Shop Terms and Conditions.

2. Vyete Inventory Service

If you use the Vyete Inventory Service (the integrated stock-level tracking tool in your Shop Dashboard), the following rules apply:

2.1 Synchronisation

When the Inventory Service detects that a product's stock level has reached zero, the Platform may automatically mark the corresponding listing as unavailable. You will receive a low-stock notification when a product falls below your configured threshold.

2.2 Stock Adjustments

You must promptly record:

• Incoming stock received from your supplier or Brand.
• Returns received from Customers that are restocked.
• Damaged or unsellable stock that must be written off.
• Adjustments arising from stocktake reconciliations.

Failure to record adjustments in a timely manner that results in Customer orders being accepted for unavailable items is a policy violation.

2.3 Reserved Stock

When a Customer places an order, the ordered quantity is automatically reserved (soft-committed) against your inventory until:

• The order is accepted (hard commit), or
• The order is rejected or times out (quantity released back to available stock).

You must not manually adjust inventory levels to circumvent reserved stock without processing the underlying order.

3. Stock-Out Management

When you run out of stock for a listed item:

• Mark the item as unavailable immediately in your Shop Dashboard.
• If you are using the Inventory Service, this may happen automatically — but you are still responsible for verifying accuracy.
• Do not accept orders for items you cannot fulfil.

Accepting orders for out-of-stock items and subsequently cancelling them is tracked as an operator-initiated cancellation and counts against your performance metrics under the Seller Performance Standards.

4. Product Variants and SKUs

Where a product has multiple variants (size, colour, material), each variant must have its own inventory record. A variant showing zero stock must be marked unavailable independently of other variants of the same product.

5. Batch and Expiry Date Tracking

For products with expiry dates (food items listed outside the Food Space, health and beauty products, supplements):

• You must track batch numbers and expiry dates.
• Products within 30 days of expiry must be removed from active listings or clearly labelled with the best-before date.
• Products past their expiry date must be immediately removed from the Platform and must not be shipped.

6. Recalled Products

If a product you have listed is subject to a recall (manufacturer recall, regulatory withdrawal, safety alert):

1. Remove the listing immediately.
2. Notify Vyete at [email protected] within 24 hours of becoming aware.
3. Follow the manufacturer's or authority's recall instructions.
4. Do not ship recalled products, including for orders already accepted.

Vyete may remove a listing immediately upon receiving notice of a recall, without prior contact with the Merchant.

7. Multi-Channel Selling

If you sell the same product inventory through other platforms or channels alongside Vyete:

• You are responsible for ensuring that your Vyete inventory levels remain accurate at all times.
• Vyete is not liable for over-selling caused by inventory allocated to another channel.
• Oversell events caused by multi-channel inventory conflicts are treated as stock-out management failures.

8. Audit and Verification

Vyete may, with reasonable notice, request evidence of your actual stock levels for products where order patterns or Customer complaints suggest inventory inaccuracies. Non-cooperation with a stock verification request may result in listing suspension.