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Minimum stock and reordering
One number on the item card drives two reports that stop you running out of something that sells.
What is minimum stock?
A number you set on each item, below which it counts as low. The system does not block sales, but it gathers everything below its minimum into reports that tell you what to order.
Where to set it
Inventory → Items → open the item → the Minimum Stock field. It is required, so set it to zero if you do not want an alert.
It is an alert, not a block
Minimum stock blocks nothing. You can keep selling until the balance reaches zero. What stops you at zero is the balance itself, not the minimum.
Think of it as a line on your shopping list, not a lock.
What number to use
The practical rule:
minimum ≈ (daily sales × supplier lead time in days) + a safety margin
For example: you sell 10 units a week and your supplier takes two weeks. You need 20 to cover the wait, plus 5 for safety = 25.
Revisit the number every few months. Seasons change how fast things sell.
The two reports
Items Need Reorder
Compares the minimum against the item's total stock across every warehouse. This is your purchasing report: it tells you what to order from suppliers.
Low Stock per Warehouse
Compares the minimum against each warehouse's balance separately. This is your distribution report: it tells you which warehouse is running dry.
The difference matters a great deal if you run an online store. Your total stock can be healthy and the first report silent while your Online Store Warehouse is empty and the storefront is saying out of stock. The second report is what catches that.
The production-preparation report
There is a third report, Items Prepare for Production, useful if you assemble or prepare products from components. It relates what you need to what you hold.
A practical routine
| Every | Do this |
|---|---|
| Week | Open Items Need Reorder and order what is short |
| Week | Open Low Stock per Warehouse and rebalance with transfers |
| Quarter | Revisit the minimum levels themselves |
Tips
- Zero means no alert. That suits items you only buy to order.
- Items that do not maintain stock never appear in these reports at all.
- If the report is enormous, your minimums are probably too high. Start with your twenty best sellers.
Frequently Asked Questions
Does the minimum block sales when stock falls below it?
No. The number is purely an alert and blocks nothing. You can keep selling until the balance reaches zero. What stops you is the actual balance, not the minimum.
What number should I set?
The practical rule: how many units you sell in the time your supplier takes to deliver, plus a safety margin. Selling 10 a week with a two-week supplier means a sensible minimum of around 25.
What is the difference between the two reports?
Items Need Reorder compares the minimum against the item's total stock across all warehouses. Low Stock per Warehouse compares it against each warehouse's balance separately — which is what reveals an empty warehouse even when the total looks healthy.
Is minimum stock required?
Yes, it is a required field on the item form. If you do not want an alert for a particular item, set it to zero.
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