Documentation

Stock Alerts Guide

Configure and manage automatic alerts for low stock, expiring batches, and inventory issues.

Watch: Stock Alerts Configuration Guide (6 min)

What are Stock Alerts?

Stock Alerts are automated notifications that warn you about inventory issues before they become problems. The system monitors your stock levels and batch expiry dates, alerting you when action is needed.

Stock alerts dashboard showing alert counts
View all active alerts organized by severity
Why Use Stock Alerts?
  • Prevent stockouts by ordering before running out
  • Reduce waste by managing expiring products
  • Identify overstocked items tying up capital
  • Automate inventory monitoring

Alert Types

The system supports six types of stock alerts:

Alert Type Description When Triggered
Low Stock Stock is below reorder point Stock falls below configured threshold
Out of Stock No stock available Stock quantity reaches zero
Expiring Batch Batch nearing expiry date Days to expiry within threshold
Expired Batch Batch has expired Expiry date has passed
Overstock Stock exceeds maximum level Stock above configured maximum
Reservation Expiring Stock reservation about to expire Reservation nearing expiry

Alert Severity Levels

Alerts are categorized by severity to help prioritize action:

Alert severity levels with color coding
Alerts are color-coded by severity
Level Badge Description Example
Critical Critical Immediate action required Out of stock, Expired batch
Warning Warning Action needed soon Low stock, Expiring in 7 days
Info Info For awareness Overstock, Expiring in 30 days

Alert Frequency

Control how often you receive notifications for each alert:

Frequency Description Best For
Once Alert once, then stop Critical issues that need one-time notification
Daily Alert once per day if condition persists Regular monitoring without notification fatigue
Weekly Alert once per week if condition persists Non-urgent issues, summary reports

Configuring Low Stock Alerts

Low stock alerts are configured at the product level:

  1. Open Product Settings
    Navigate to Inventory > Products and open the product.
  2. Set Reorder Point
    Enter the stock level that triggers a low stock alert.
    • Example: If you sell 10 units/day and lead time is 5 days, set reorder point to 50+
  3. Set Maximum Stock (Optional)
    Enter the maximum desired stock level to trigger overstock alerts.
  4. Enable Alerts
    Ensure stock tracking is enabled for the product.
  5. Save Product
    Click "Save" to apply the alert thresholds.

Configuring Expiry Alerts

Expiry alerts are configured in Inventory Settings:

  1. Open Inventory Settings
    Navigate to Inventory > Settings.
  2. Find Alert Settings Section
    Locate the "Stock Alerts" or "Batch Expiry" settings.
  3. Set Expiry Warning Days
    Enter the number of days before expiry to trigger alerts.
    • Example: 30 days for "Expiring Soon" warning
    • Example: 7 days for "Expiring Critical" alert
  4. Configure Notification Frequency
    Choose how often to receive expiry alerts (Once, Daily, Weekly).
  5. Save Settings
    Click "Save" to apply the configuration.

Viewing Active Alerts

List of active stock alerts
View and manage all active alerts

Access alerts from:

  • Dashboard: Alert summary widget shows counts by severity
  • Reports: Low Stock Report shows all products below reorder point
  • Notifications: Email/system notifications based on settings

Resolving Alerts

Alerts are automatically resolved when the underlying condition is fixed:

Alert Type Auto-Resolved When
Low Stock Stock rises above reorder point
Out of Stock Stock becomes available
Expiring Batch Batch is sold, transferred, or written off
Expired Batch Batch is removed from inventory
Overstock Stock falls below maximum level
Reservation Expiring Reservation is fulfilled, released, or extended
Manual Resolution

Some alerts can be manually acknowledged/dismissed if no action is needed. This is useful for known situations that don't require immediate action.

Alert Actions

Common actions to resolve different alert types:

Low Stock / Out of Stock

  • Create a Purchase Order to replenish stock
  • Transfer stock from another warehouse
  • Review and adjust reorder point if too high

Expiring / Expired Batch

  • Prioritize sales of expiring items (promotions, discounts)
  • Transfer to location with faster turnover
  • Write off expired stock with proper documentation

Overstock

  • Review purchasing patterns and adjust order quantities
  • Consider promotions to reduce excess stock
  • Transfer to other locations if applicable

Best Practices

Do's
  • Set realistic reorder points based on lead time and demand
  • Review and resolve alerts daily
  • Configure expiry alerts with enough lead time to take action
  • Use alert data to improve forecasting and ordering
Don'ts
  • Don't ignore alerts - they indicate real issues
  • Don't set thresholds too low (you'll miss critical situations)
  • Don't set thresholds too high (alert fatigue)
  • Don't rely solely on alerts - do periodic manual checks

Troubleshooting

Not Receiving Alerts

  • Verify stock tracking is enabled for the product
  • Check that reorder point is set correctly
  • Confirm email notifications are configured in settings
  • Review spam/junk folder for email alerts

Too Many Alerts

  • Adjust reorder points to more realistic levels
  • Change alert frequency from Daily to Weekly
  • Review and resolve old alerts
  • Consider which products truly need alert monitoring

Next Steps

Reports

View Low Stock and Expiry reports for detailed analysis.

Settings

Configure alert thresholds and notification preferences.