Reorder list

A reorder point is the stock level that tells OLET a product needs buying again. The reorder list is where you see everything that has reached its point, at one outlet, and turn it straight into a purchase order.

This feature depends on your plan. Check Settings > Billing to see what your plan includes.

How a reorder rule works

A product’s inventory record at an outlet can carry a reorder rule set one of four ways, from the Reorder method dropdown on the product’s Inventory tab:

• Use outlet default, which follows the rule set for the outlet itself. This is the starting setting for every product.
• No reorder, which never appears on the reorder list no matter how low it goes.
• Fixed quantity, which fires at a Reorder point and always orders the same Order quantity.
• Min / max, which fires at a Minimum level and orders enough to reach a Maximum level.

Set the rule from the product itself, or from the reorder list’s Change rule action described below. Choosing Use outlet default shows a helper note pointing you at Settings, Outlets, since that is where the fallback rule actually lives.

Set the outlet default

Go to Settings > Outlets and registers, open an outlet, and scroll to Reorder default. Items set to Use outlet default follow this rule.

Choose a Default rule:

• No reorder, the outlet default does nothing and those items never appear on the list.
• Fixed quantity, set a Reorder point and an Order quantity that apply to every item using the default.

Read the list

Go to Inventory > Reorder. Pick an Outlet from the dropdown at the top; the list is always for one outlet at a time, and the heading under the title shows that outlet’s default rule.

Products are grouped into a card per supplier. Each card’s table shows:

• Product, with its SKU underneath.
• On hand, the current stock at this outlet. A number below zero is shown in red.
• On order, how much is already on a purchase order for this product.
• Rule, a short summary such as “At 3, order 12” or “Min 10, max 24”. Hover it for the full rule and whether it comes from the product or the outlet default.
• Order qty, editable. It starts at what the rule suggests and you can type over it.
• Unit cost, editable. It starts at the supplier price recorded for that product and supplier.
• Line total, the quantity times the cost.

A product with no supplier lands in its own No supplier card with the message “These items won’t be ordered until you choose a supplier.” Pick one from the Order from dropdown on that card to move it into a real supplier’s card.

If stock at an outlet has gone negative, expanding the row shows a warning and an Include shortfall checkbox that adds the shortfall on top of the suggested quantity.

Nothing on the list means nothing has reached its reorder point: “Nothing to reorder at [outlet]. Items appear here when stock reaches its reorder point.” A list longer than 5,000 items shows a notice that only the first 5,000 are displayed.

Expand a row for detail

Select a row to expand it. It shows three columns:

• On order, the draft and sent quantities already on order, with a link to each open purchase order.
• Suppliers, every supplier linked to the product, its cost, and which one is primary. Select Order from this supplier on any other one to move this row to that supplier’s card.
• Rule, the full rule text and where it comes from. Select Edit rule to change it for this product alone (this action needs permission to edit products).

Create a purchase order

Tick the rows you want to order, using the checkbox on each row or the header checkbox for the whole card. A card’s header shows a running count: “N items · N total · $total”.

Select Create draft PO on the card. If the supplier already has a draft purchase order open at this outlet, OLET asks whether to Create a new draft PO or Add to one of the existing drafts, and previews what each product’s line will look like before you confirm. A line with no cost is called out, since you can still add one later on the purchase order itself.

Nothing is created until you tick at least one row: the button stays disabled and shows “Tick the items to order.”

Change several rows at once

Tick more than one row and a toolbar of bulk actions appears above that card’s table:

• Change supplier moves the selected rows to a different supplier, with the option to also make that supplier primary on those products.
• Set cost sets the same unit cost on every selected row.
• Set quantity sets the same order quantity on every selected row, or Reset to suggested to clear a typed quantity back to what the rule suggests.
• Include shortfall / Remove shortfall toggles the shortfall add-on for every selected row that is short.
• Change rule (needs permission to edit products) sets the reorder rule itself, the same Use outlet default / Fixed / Min/max / Don’t reorder choice as on the product page, for every selected product at once.

What next

• Follow an order through to delivery: Purchase orders
• Where stock numbers come from: How inventory works