Low-stock alerts and reorder levels

Low-stock alerts and reorder levels

Low-stock alerts help you avoid stockouts by notifying you when an item's available quantity falls below a reorder level you set. This ensures you can place orders in time before supplies run dry.

Before you start

• Permissions: You must have Inventory Admin permissions to set reorder levels on products.
• Data needed: Know the minimum quantity you want to keep in stock for each product or item.
• Where alerts appear: Low-stock warnings show in the Inventory list and on the product detail page when the current stock drops to or below the level you set.

Steps

1. Go to Products & Services → Products and open or search for the product you want to set a reorder level for. Open in Usystems

2. On the product detail page, find the Reorder Level or Minimum Stock field (location depends on your product type).

3. Enter the quantity at which you want to be alerted. For example, if you sell widgets and want to reorder when you have fewer than 5 in stock, enter 5.

4. Save the product.

5. The system will now monitor this product. When the available stock reaches or falls below your reorder level, an alert badge or indicator will appear next to the product name in the Inventory list.

6. To see all low-stock items at a glance, go to Inventory and look for items marked as low-stock. Open in Usystems

7. When you are ready to reorder, you can create a purchase order or draft a new purchase directly from the low-stock item.

Accounting impact

Setting a reorder level is a tracking and operational tool — it does not affect accounting entries or account balances. It only triggers visibility alerts.

Tips & common mistakes

• Set realistic levels: Consider your lead time from suppliers and average daily usage when choosing a reorder level. Too high a level ties up cash; too low risks stockouts.
• Check regional or warehouse differences: If you manage multiple warehouses or branches, set reorder levels that reflect each location's typical demand.
• Review periodically: Seasonality and changing business patterns may require you to adjust reorder levels.
• Low-stock alerts are informational only: The system does not automatically create purchase orders. You must manually create orders when alerted.

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