Use Low Stock to Reorder Items Before They Run Out

How Low Stock Works

Low Stock includes non-instant items when available quantity is less than or equal to the item's Reorder point. If that item value is empty, Posnic falls back to the branch Low Stock Notification Range. The current list endpoint does not require Track inventory to be enabled. It is a watchlist, not a stock editor.

• The list includes item name, SKU, supplier, category and available quantity.
• An item appears at the boundary too: available quantity equal to the effective threshold is low stock.
• Results are sorted by lowest available quantity first, then item name, and shown 25 per page.
• The empty state means every item is above its alert level, not that inventory is disabled.
• The bell count uses the branch range directly, so it can differ from this page when items have their own reorder points.
• A row click opens details first; the operator stays on the Low Stock page.
• The Restock button opens a new purchase flow when the user has receiving permission.

Calculate the Effective Alert Level

The Low Stock page evaluates each item independently. Effective alert level = the item's Reorder point when one is stored; otherwise the active branch Low Stock Notification Range. It then includes the item when Available Quantity is less than or equal to that level.

Prepare Items for Low Stock

1. Open Inventory -> Items.
2. Edit each physical stock item.
3. Enable Track inventory when the shop wants quantity movements recorded; it does not control Low Stock list inclusion in the current version.
4. Enter the SKU or barcode used by the shop.
5. Assign the supplier when the same supplier normally replenishes the item.
6. Assign the category used for filtering and reporting.
7. Set the alert or reorder quantity according to the shop policy.
8. Save and open Inventory -> Low Stock to verify whether the item appears.

Search, Page and Export the Watchlist

1. Click Filter to reveal the search bar.
2. Choose All fields, Item, SKU, Supplier or Category.
3. Enter one or more words. Normal search requires every word to appear in the same selected field, in any order.
4. Enable Exact when the complete selected value must match, such as one full SKU or supplier name.
5. Use the numbered pager when more than 25 items are running low.
6. Open Export and choose This page (what is shown) for only the current 25-row page.
7. Choose Everything matching the filter to fetch every matching page using the current search.
8. Open low-stock.csv and verify its Item, SKU, Supplier, Category and Available columns before sending an order list.

Restock from Low Stock

Restock is a shortcut into a new direct purchase. It is not an automatic reorder calculation and it does not save anything until the purchase is completed.

1. Open Inventory -> Low Stock.
2. Filter by item, SKU, supplier or category when the list is long.
3. Review the quantity left before ordering.
4. Click Restock beside the item.
5. The POS opens #/receivings/new and loads the item into the purchase form.
6. If the item has a supplier, the supplier details are filled into the purchase.
7. Replace the prefilled quantity. The current shortcut copies Available Quantity into the purchase quantity; it is not a suggested reorder quantity.
8. Calculate the quantity required to reach the shop's target stock, allowing for pack size, lead time and open purchase orders.
9. Verify unit cost, tax, bill date, supplier invoice and payment information.
10. Save the purchase, then return to Inventory Logs to confirm the receiving movement.

Build One Supplier Order

Using Restock on one row prepares one item. When several low-stock items belong to the same supplier, start a new purchase, select that supplier and use the purchase form's low-stock supplier autofill when available. Review every added line before saving.

• A missing supplier assignment prevents reliable supplier grouping; fix the item record first.
• The low-stock supplier autofill uses the same effective threshold rule and active branch scope.
• Remove lines that are already covered by an open purchase order.
• Replace every copied/default quantity with the approved order quantity.
• A purchase order records an intention to buy; direct receiving records stock arriving. Use the workflow that matches what happened.

Read the Detail Pane

Reconcile After Receiving

1. Confirm the supplier document and physical quantity received.
2. Save or receive the purchase with the actual quantity, not the ordered quantity when delivery is partial.
3. Open Inventory Logs and find the purchase reference.
4. Verify Opening + Change = Closing for each tracked item.
5. Return to Low Stock and reload the page.
6. If the item remains, compare its new quantity with its effective alert level; receiving some stock does not guarantee it crossed the threshold.
7. Update cost or labels separately when the supplier price changed.

Permissions, Scope and Data Boundaries

The watchlist requires Item read access and is restricted to the signed-in license and active branch. Restock additionally requires Purchase/Receiving write access. Changing branches changes the quantities and eligible rows being reviewed.

• Confirm the active branch before exporting or placing an order.
• An employee may be able to inspect a low-stock row but not see the Restock action.
• Open in Item List follows the employee's Item access.
• The CSV contains operational stock and supplier data; share it only with authorized staff or the intended supplier.
• The list is a current-state watchlist, not evidence of when an item first became low. Use Inventory Logs for movement history.

When the List Looks Wrong