Stock Alerts
Set a reorder point on each product, see which products are low or out of stock, and find batches that are about to expire.
How Suvaiq decides a product is low
Everything on this page happens in the Web admin. A product is judged only when it has a Reorder Level above zero:
| Shown as | When |
|---|---|
| Low stock | On hand is above zero but at or below the reorder level. |
| Out of stock | On hand is zero or below. |
A product with no reorder level is never listed as low or out of stock, even at zero. The check is made per warehouse, so a product that is short in one warehouse and fine in another appears once for the short warehouse.
Suvaiq does not send low stock or expiry emails, and the POS app shows no stock alerts. The Low Stock Alerts and Expiry Alerts cards under Settings > Inventory are saved but not used. Check the screens below instead.
Set the reorder level on a product
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Open the productGo to Inventory > Products, open the product and click Edit.
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Open the Stock Settings tabThe Stock Levels fields are on the right of the Stock Settings tab.
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Fill in the levels
Field What it is used for Reorder Level The product is low when on hand is at or below this. Leave it empty or 0 and the product is never flagged. Reorder Quantity The quantity suggested when you reorder. It becomes Suggested on the dashboard and Qty to Order on the Low Stock report. Maximum Stock If there is no reorder quantity, the suggested quantity is what it takes to reach this maximum. Minimum Stock Saved with the product, but the low stock screens do not use it. -
SaveClick Save. The levels apply to the product in every warehouse.
When creating a product, switch on Advanced at the top of the form to see the same fields.
Where low stock shows
Home page
The Inventory section of the Home page has a Low Stock tile with the count of low products and, underneath, how many are out of stock. The Needs Attention card lists up to five short products as "x on hand, reorder at y". Click a line to open the product.
Inventory Dashboard
Go to Inventory > Dashboard. You need permission to view the inventory dashboard.
| On screen | What it shows |
|---|---|
| Low stock tile | How many products are below their reorder point but still in stock. |
| Out of stock tile | How many products with a reorder point are at zero. |
| Needs ordering | Up to ten short products, out of stock first, with On Hand, Reorder Pt, Suggested (the reorder quantity; if none, the quantity to reach maximum stock; if none, the shortfall against the reorder point) and On order (quantity still to arrive on open purchase orders). |
| Warehouse list | Shown when you have more than one warehouse. Pick one to see that warehouse only. |
When nothing is short, the card says "Nothing below its reorder point" with the hint "Set reorder points on products and the order list appears here".
Low Stock report
Go to Inventory > Reports > Low Stock, or click Low stock report at the top of the dashboard. It lists every short product, not just the first ten, and can be printed or exported to Excel. See Reports.
Product page
Open a product from Inventory > Products. A low or out-of-stock product shows a warning banner at the top of its page.
Reorder from the list
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Click New purchase orderOn Inventory > Dashboard, click New purchase order in the Needs ordering card.
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Check the prefilled linesThe purchase order opens with one line for every product below its reorder point, using its reorder quantity (or the top-up to maximum stock, or 1). A note at the top tells you how many were added. Remove the lines you do not want.
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Pick the supplier and saveOne purchase order has one supplier, so split the list if you buy from several. Then continue as in Purchase Orders.
Batches about to expire
Expiry is tracked per batch, so only products received with batch numbers and expiry dates appear here. See Batches.
- Inventory > Batches lists each batch with its Expiry Date and Days Until Expiry. Expired batches get a red Expired badge; batches with fewer than 30 days left are highlighted in yellow. Type a number in Expiring in days... and click Search to see only batches expiring within that many days.
- Inventory > Reports > All Reports > Batch Expiry counts batches that are expired, expiring within 7 days and within 30 days, and lists each with its days left and a risk level. See Reports.
Troubleshooting
A product is at zero but is not listed
It has no reorder level. Set one on the product's Stock Settings tab.
"Nothing is below its reorder point right now, so no items were added."
You clicked New purchase order while no product was short. Add the lines by hand.
"The items below reorder point could not be matched to orderable products."
The short products are inactive or have no variant that can be ordered. Check the products under Inventory > Products.