Reorder what runs low

Kluvan tells you what to buy today. The Running low list compares stock with each product's full stock; the smart reorder goes further and suggests an order per supplier from how fast each product sells. The suggestions are rules-based and explained line by line.

Before you start

• You need the right Inventory, receiving, stock-take. The settings need a manager.
• Products need a Full stock above 0, and purchase orders must be on: Purchasing: packs (buy cartons, sell pieces) and purchase orders in Settings → Features.

Steps: the running-low list

1. Open Inventory → Running low.
2. Pick a Threshold (the percent of full stock that counts as low).
3. Read each product's Stock, Full stock, To order and its cost. The Order cost adds them up.
4. Select Order list for the list grouped by supplier.

Steps: switch on the smart reorder

1. Open Settings → Reorder and expiry and switch on Smart reorder.
2. Check the defaults: delivery days, order cycle, safety days and days of cover.
3. Under Supplier terms, give each supplier its own delivery days, minimum order, language, e-mail and WhatsApp number where they differ.
4. Under Category and item settings, set exceptions such as a product's supplier, pack size, minimum order or the most the shelf holds.
5. Select Save.

Steps: order from the suggestion

1. Open Inventory → Reorder. Items to order groups the suggested lines by supplier.
2. Read a line, for example "sells 6 a day, 3 days left, the supplier takes 2 days → order 48 (4 cases)".
3. Change a quantity, clear it to drop the line, or add an item.
4. Select Make the purchase order for a supplier.
5. Under Send the orders, print or save as PDF, download Excel, select E-mail to send from your organisation's address, or WhatsApp to open your own WhatsApp with the order.

Good to know

• The sales rate is what went out over the last 28 days, taken from your invoices and delivered orders, less returns. A day that started at zero and sold nothing is not counted, so a stock-out does not make a product look slow.
• Kluvan orders when what you have plus what is on order runs out before the next delivery could arrive, then orders enough for the delivery days and the days of cover, plus safety days, in whole cases.
• Quantities never exceed what the shelf holds, or, for a dated product, what sells before it expires.
• Fast movers at risk lists your best sellers that will run out before a delivery can arrive. The products making 80 % of sales are marked A, the next 15 % B, the rest C.
• Products nobody supplies yet are listed apart: receive them from a supplier once, or set their supplier in the settings.
• A purchase order made here is an ordinary open order: see Create and receive purchase orders.