Low Stock Alerts

Low Stock Alerts

Low stock alerts help you maintain optimal inventory levels by notifying you when items fall below predefined thresholds. This guide explains how to set up and manage low stock alerts in EquiBillBook.

What are Low Stock Alerts?

Low stock alerts are notifications that:

• Notify you when item quantities fall below minimum levels
• Help prevent stockouts and lost sales
• Enable proactive inventory management
• Support timely reordering decisions

Benefits of Low Stock Alerts

Low stock alerts help you:

• Prevent stockouts and maintain service levels
• Optimize inventory investment
• Reduce carrying costs
• Improve customer satisfaction
• Enable timely purchasing decisions
• Maintain smooth operations

Setting Minimum Stock Levels

Before setting up alerts, configure minimum stock levels:

1. Navigate to Items module
2. Open the item you want to configure
3. Find Minimum Stock Level or Reorder Level field
4. Enter the minimum quantity that should trigger an alert
5. Consider factors like:
   • Average daily sales
   • Lead time for reordering
   • Safety stock requirements
   • Seasonal variations
6. Save the item

Setting Maximum Stock Levels (Optional)

You can also set maximum stock levels:

• Helps prevent overstocking
• Optimizes inventory investment
• Reduces carrying costs
• Prevents obsolescence

Set maximum levels based on storage capacity, demand patterns, and budget constraints.

Enabling Low Stock Alerts

To enable low stock alerts:

1. Navigate to Settings → Item Settings or Notification Settings
2. Look for Low Stock Alerts or Stock Alerts option
3. Enable the alert feature
4. Configure alert preferences:
   • Alert frequency (daily, weekly, real-time)
   • Alert recipients (users or email addresses)
   • Alert methods (email, SMS, in-app notification)
5. Save the settings

Alert Notification Methods

Alerts can be sent via:

• Email: Receive email notifications
• SMS: Get SMS alerts (if SMS is configured)
• In-App Notifications: Notifications within EquiBillBook
• Dashboard Widget: Display low stock items on dashboard

Viewing Low Stock Items

To view items with low stock:

1. Navigate to Items → Low Stock Report or Stock Alerts
2. Alternatively, go to Reports → Inventory Reports → Low Stock Report
3. The report shows all items below minimum stock level
4. View current quantity, minimum level, and shortage amount

Low Stock Report Information

The report typically displays:

• Item Code: Item identifier
• Item Name: Product name
• Current Stock: Available quantity
• Minimum Level: Set minimum threshold
• Shortage: Difference between current and minimum
• Unit: Unit of measurement
• Location: Branch or location
• Last Purchase Date: When last purchased

Bulk Setting Minimum Stock Levels

For multiple items, you can:

• Use Excel import to set minimum levels in bulk
• Download template with item codes and minimum levels
• Fill in minimum stock levels
• Import the updated template
• Verify imported levels

Multi-Branch Low Stock Alerts

If you have multiple branches:

• Set minimum levels per branch for each item
• Receive branch-specific alerts
• View low stock by branch or consolidated
• Manage stock transfers based on alerts

Alert Frequency and Timing

Configure when alerts are sent:

• Real-time: Immediate notification when stock falls below minimum
• Daily: Summary of low stock items once per day
• Weekly: Weekly summary report
• On Login: Alert when user logs in

Customizing Alert Thresholds

You can set different thresholds:

• Critical Level: Urgent reorder needed
• Warning Level: Approaching minimum
• Minimum Level: Standard reorder point

Different alert types can be configured for each threshold.

Out of Stock Alerts

In addition to low stock, you can set:

• Out of Stock Alerts: When quantity reaches zero
• Negative Stock Alerts: When stock goes negative
• Overstock Alerts: When stock exceeds maximum level

Best Practices

• Set realistic minimum stock levels based on actual usage
• Review and adjust minimum levels regularly
• Consider seasonal variations in demand
• Account for supplier lead times
• Set up alerts for critical items first
• Configure multiple alert methods for important items
• Review low stock reports regularly
• Take action promptly on alerts
• Document reorder decisions

Calculating Minimum Stock Level

Formula to calculate minimum stock:

Minimum Stock = (Average Daily Sales × Lead Time) + Safety Stock

Where:

• Average Daily Sales: Average units sold per day
• Lead Time: Days to receive new stock
• Safety Stock: Buffer for unexpected demand

Managing Alerts

To manage alerts effectively:

• Review alert settings periodically
• Update minimum levels as business changes
• Ensure alert recipients are current
• Test alert functionality regularly
• Document alert configuration

Need Help?

If you have issues with low stock alerts:

• Verify minimum stock levels are set for items
• Ensure stock tracking is enabled
• Check notification settings are configured
• Verify email/SMS settings if using those methods
• Ensure users have permissions to receive alerts
• Contact support if alerts are not working

Low stock alerts are essential for proactive inventory management. Properly configured alerts help maintain optimal stock levels, prevent stockouts, and support efficient operations.