Part reorder templates allow for automatic stock reordering when inventory levels fall below a defined threshold. If you aim to maintain specific quantities of parts, you can set up a reorder list. When stock drops to the 'minimum stock level' you've established, a purchase order (PO) is automatically generated for your selected supplier to replenish inventory.
Key Notes
Reorder Quantity: The reorder quantity must be greater than or equal to the minimum stock level to trigger a PO.
Minimum Stock Level: The specified quantity you want to maintain as the minimum available stock.
Trigger for Reorders: A reorder is triggered when the balance available (total stock minus reserved stock) at any stock location drops below the minimum stock level. The system will only consider stock due from previous reorder POs, not external orders until they are marked as available at the location.
PO Generation Time: POs are automatically raised at 2 pm. A notification will be sent once the reorder takes place.
View Setting
➡️ Profile icon > Settings > Parts and stock > Part reorder Templates > View
Add Parts Re-order List
➡️ Enter the Part reorder list name > Add part re-order list
Add Parts
➡️ Click "Add Parts"
Add each part and set the columns
Part: The specific item or component to be reordered. The part must already exist in the system, so you need to start typing the name to search and add it to the list. Once added, set the details for the remaining columns.
Example: Type "Brass Valve" and select it from the system's list to add it to the reorder template.
Minimum Stock Level: The lowest quantity you want to keep on hand before triggering a reorder.
Example: "10 units."
Reorder Quantity: The quantity to be ordered when the stock level reaches the minimum threshold. This must be equal to or greater than the minimum stock level to trigger a reorder.
Example: "50 units."
Replenishment: Specifies how the part will be replenished—either by pulling from existing stock or by creating an automatic PO. The system will first use stock from the specified location; if insufficient, a PO is generated for the remainder.
Example: If "Warehouse A" is chosen and 20 units are needed but only 5 are available, a PO is raised for the remaining 15 units.
Stock Location: The specific warehouse or storage area where the part is stored and monitored for stock levels.
Example: "Main Warehouse."
Supplier: The vendor from whom the part will be reordered when it reaches the minimum stock level.
Example: "ABC Supplies Co."
Delivery Method: This dropdown option allows you to choose how the reordered parts will be delivered—either to the office or directly to a stock location through a supplier.
Example: Selecting "Deliver to Office" sends the parts to the main office. Choosing "Deliver to Supplier > ABC Supplies Co." delivers the parts to the supplier's location.
Nominal Code: The accounting code associated with the part for financial tracking during reordering.
Example: "2100 - Plumbing Supplies."
No. of Days to Delivery: The target number of days within which the parts should be delivered after the PO is raised.
Example: "3 days" means the parts are expected to arrive within 3 days of placing the PO.
Action: This provides the option to delete a part line from the reorder template if it is no longer needed.
Example: Selecting "Delete" will remove the part line from the reorder list.
Stock locations > Choose the relevant locations
Save parts
At least one stock location must be selected to activate the reorder list.
Stock locations are checked daily for minimum levels, and purchase orders are raised for any that fall below the threshold, generated at 2 PM.