Products to reorder is a list of products whose stock level has fallen below the minimum stock level set for a warehouse and therefore needs to be replenished. This helps to avoid situations where the necessary products are out of stock in the inventory and simplifies the work of the purchaser — on a separate page, they can immediately see a list of items to be replenished for each inventory and can quickly place a purchase order with the supplier.
Additionally, you can create a purchase order for a supplier from the list of unwritten-off products that need to be purchased for specific orders — Client backorders.
In this article, we will look at how to browse and filter data, as well as how to create new purchase orders based on the required products or supplement existing purchase orders.
Table structure and available actions
The list of products to reorder is located on the Inventory > Purchase Orders > Products to reorder page. All products in the list are shown for the warehouses of the selected location. To view another location, simply change the location at the top of the page.
Important: to view the list of products to reorder, export, and print it, the employee must have the “Can use Products to reorder” right enabled in the “Inventory” rights section.
Let's take a look at the data displayed in this list.
Name — the name of the product to be reordered.
Warehouse — the warehouse where the product is located. If different warehouses have their own minimum and maximum stock levels, the product will appear in the list several times — separately for each warehouse with the corresponding quantities.
Purchase needed — the number of units that need to be ordered. The value is calculated using the formula: Maximum level – Current level in stock.
Stock — the total number of units of a product across all warehouses. If you hover over the number, a pop-up window will appear with detailed information for each individual warehouse, and double-clicking on the cell will allow you to view these stock levels directly in the product profile.
Last purchase price — the last recorded purchase price per unit of the product.
Default supplier — the preferred supplier for this product.
Total — the approximate purchase amount, calculated using the formula: Purchase needed * Last purchase price.
In addition, you can view other data from the product fields. To do this, click on the gear icon in the upper right corner of the table and enable the columns you want to see.
The data in the table of products to reorder can be filtered by:
product category;
inventory (shows only items for selected inventories);
default supplier.
To change the width of a column, drag its right edge. To change the position of a column, hold and drag it to the desired location. You can sort products by a specific column. Click on the column and you will see an up arrow next to the name (sorting from A to Z). Click again and a down arrow will appear (sorting from Z to A).
You can also export or print the entire table. Set the desired filters, click “Actions” in the upper right corner, and select an action.
Group actions
When working with a large volume of products to reorder, you can use group actions.
Use the checkboxes to select the products you need.
Click the “Actions” button at the bottom of the table.
Select one of the options: export, create purchase order, add to purchase order.
Export — click to export the selected products.
Create purchase order — clicking this will open a window for creating a new purchase order.
Please note that to use this action, the ‘Can create purchase orders’ right must be enabled for the employee.
If the same default supplier is specified for all selected products, it will automatically be entered in the corresponding field. If the suppliers are different, the field will remain empty, and you can select the one you need manually.
If all selected products belong to the same warehouse, it will be automatically entered in the purchase order. If the warehouses are different, the field will remain empty, and you can select the one you need manually.
The selected products will be added to the purchase order in the required quantity and at the price of the last purchase, which can be edited.
After filling in the rest of the fields, click “Create.” Done! A new purchase order has been created.
Add to purchase order — after clicking, select the purchase order with the status “Draft” to which you want to add the selected products. If necessary, edit the data in the order and click “Save.”
To use this action, the employee role must have the “Can edit purchase order” right enabled.
Once you add products to a purchase order or create a new order based on them, these products will disappear from the list of products to reorder. If the purchase order is canceled or these products are removed from it, the products will return to the list.
Create transfer — allows you to meet the demand for products by transferring them from another warehouse without placing a purchase order with the supplier.
Click Create transfer.
Specify the sender warehouse and the recipient warehouse. If the product is in stock at only one warehouse, the system will select it automatically.
Review the data in the transfer form and fill in/edit the remaining fields.
The system will automatically adjust the quantity of products to be transferred. This quantity cannot exceed the current demand or the actual balance at the inventory warehouse.
Click Create and complete or Create to create the transfer document.
After the transfer is created:
for instant transfers, stock balances are updated immediately after the document is created;
for multi-step transfers, the quantity at the inventory warehouse will change after the document is set to Received status.
At the same time, the inventory balance at the sender warehouse is immediately adjusted so that the system does not count these products twice when planning transfers or purchases.
If the transfer is canceled, the product will reappear in the restocking list. If you remove a product from the transfer document or edit its quantity, the system will update the required stock levels in the inventories.