STOCK ALERTS AND REPLENISHMENT
Inventory alerts: low-stock notifications, reorder points, and stockouts
An inventory alert is a prompt to review an item before its recorded quantity becomes a problem. Set a reorder point for each stocked item at each location, keep the unit consistent, and check open orders and actual demand before deciding what to buy.
Separate low stock from a stockout
A low-stock alert means the recorded on-hand quantity has reached or fallen below the item’s reorder point. A stockout means the recorded quantity is zero or less. The distinction helps a team prioritize: a stockout may need an immediate availability check, while a low-stock item needs a replenishment review.
An alert describes the saved inventory record. It cannot confirm that a shelf count is accurate, that a supplier order is already on the way, or that a substitute is acceptable. Verify those details before acting.
Choose a practical reorder point
A useful starting estimate is the quantity expected to be used during supplier lead time plus a buffer for demand or delivery uncertainty. For example, if an item is used at about four units per day and usually takes five days to arrive, expected lead-time use is about 20 units; add a buffer that fits the risk and the business.
Use a separate threshold for each item and location when demand or replenishment time differs. Revisit the estimate when usage, supplier reliability, seasonality, or the way stock is managed changes. A threshold is a review signal, not an order quantity.
Keep the unit and location consistent
The reorder point must use the same unit as the on-hand balance. If the balance is recorded in individual pieces, do not enter a threshold in cases unless the system explicitly converts between them. Write down package conversions so receiving, counting, and use all update the same quantity basis.
A business with multiple locations may need different thresholds for a storeroom, branch, or service vehicle. Review the alert in the location where stock is held, and record transfers so a company-wide total does not hide an empty shelf or vehicle.
Choose how the team receives alerts
An in-app alert list can show items currently at or below their reorder point. Email notifications can help when the person reviewing stock is not watching the workspace. In this product, email is optional: an administrator must add recipients and enable it, and the server must have a configured email provider and verified sender.
Email messages are sent when a stock change moves an item from above its reorder point to at or below it. Text-message alerts and automatic supplier orders are not currently supported. Check the in-app list for the current stock state; it is based on recorded balances, not on whether an earlier email was delivered.
Review context before replenishing
Before ordering, check the physical quantity when the record may be stale, stock at other locations, quantities already on order, supplier pack sizes and minimums, lead time, substitutes, and upcoming work. The alert helps identify what needs attention; a person still decides whether and how much to replenish.
If stock repeatedly runs out, inspect movement history and count differences. The threshold may be too low, a unit conversion may be inconsistent, or receipts and usage may not be recorded promptly. Fixing the cause makes the next alert more useful.
A short setup checklist
Start with a small group of important items, confirm their units and opening balances, then set thresholds by location. Ask the people receiving and using those items to verify the values. Review the first alerts together and adjust thresholds only when actual usage or replenishment evidence supports a change.
- Use the same unit for on-hand quantity and reorder point.
- Set thresholds for the location where availability matters.
- Keep email optional and confirm its provider and sender configuration.
- Check open orders and physical stock before placing a new order.
- Review repeated stockouts and count differences to improve the process.
Common questions
What is an inventory reorder point?
It is the on-hand quantity at which someone should review replenishment. A common starting estimate is expected use during supplier lead time plus a buffer for uncertainty.
What is the difference between a low-stock alert and a stockout?
Low stock means the saved quantity is at or below its reorder point. A stockout means the saved quantity is zero or less. Both depend on accurate stock records.
Should every location use the same reorder point?
Not necessarily. Use a different threshold where demand, supplier lead time, or service expectations differ, and make sure transfers are recorded between locations.
Do low-stock alerts automatically place purchase orders?
No. An alert is a prompt to review. Check open orders, actual demand, pack sizes, supplier terms, and available stock before placing an order.
Can I get email alerts when stock is low?
This product supports optional email alerts when an administrator enables recipients and the server email provider is configured. Email is triggered when a recorded stock change crosses into the low-stock range.
Does a low-stock alert mean the physical shelf is empty?
No. It reflects the saved on-hand balance. Count the physical stock if the record may be out of date or inaccurate.