Updated January 04, 2026
Low Stock Reports
Low stock reports identify items that are below their reorder levels, helping you maintain adequate inventory and prevent stockouts. This guide explains how to use low stock reports in EquiBillBook.
What are Low Stock Reports?
Low stock reports show:
- Items below reorder level
- Items at or near minimum stock level
- Items that are out of stock
- Stock levels compared to reorder points
- Items requiring immediate attention
- Priority items for reordering
Why Low Stock Reports are Important
Low stock reports help you:
- Prevent stockouts
- Maintain optimal inventory levels
- Plan purchasing proactively
- Ensure product availability
- Avoid lost sales due to stockouts
- Optimize inventory investment
- Improve customer satisfaction
Accessing Low Stock Reports
To view low stock reports:
- Navigate to Reports → Inventory Reports
- Select Low Stock Report or Stock Alert Report
- Alternatively, go to Items → Stock Reports → Low Stock
- You can also access from dashboard alerts
Low Stock Report Information
The report typically displays:
- Item Code: Item identifier
- Item Name: Product name
- Category: Item category
- Current Stock: Available quantity
- Minimum Stock Level: Reorder point
- Maximum Stock Level: Maximum stock limit
- Reorder Level: Level at which to reorder
- Stock Deficit: Quantity below reorder level
- Stock Status: Low Stock, Critical, Out of Stock
- Location: Branch or location
- Last Purchase Date: Date of last stock receipt
- Average Consumption: Average daily/weekly usage
- Days to Stockout: Estimated days until out of stock
Stock Level Thresholds
Understanding stock levels:
- Maximum Stock: Maximum quantity to maintain
- Reorder Level: Level at which to place new orders
- Minimum Stock: Safety stock level
- Current Stock: Available quantity now
Items are flagged as low stock when current stock falls below reorder level.
Filtering Low Stock Reports
You can filter reports by:
- Stock Status: Low Stock, Critical, Out of Stock
- Item Category: Filter by categories
- Location/Branch: View low stock by location
- Stock Deficit: Filter by severity of deficit
- Item Group: Filter by brands or groups
- Priority: Filter by item priority
- Days to Stockout: Filter by urgency
Stock Status Categories
Items are categorized by stock status:
- Out of Stock: Zero stock available
- Critical: Stock below minimum level
- Low Stock: Stock below reorder level
- Normal: Stock above reorder level
Focus on critical and out-of-stock items first.
Multi-Location Low Stock
For multi-location businesses:
- View low stock by location
- Compare stock levels across locations
- Identify locations with critical stock
- Plan inter-location transfers
- Prioritize locations for restocking
Low Stock Alerts
Configure low stock alerts:
- Set up automatic email notifications
- Configure SMS alerts for critical items
- Set dashboard alerts
- Schedule regular low stock reports
- Create alerts for specific categories
Days to Stockout Calculation
Estimate time until stockout:
- Based on average consumption rate
- Considers historical sales data
- Helps prioritize urgent reorders
- Accounts for lead time
- Provides buffer for ordering
Using Low Stock Reports for Purchasing
Generate purchase orders from low stock reports:
- Identify items needing reorder
- Calculate required quantities
- Consider lead times
- Account for safety stock
- Create purchase orders directly
- Track reorder status
Low Stock by Category
Analyze low stock by category:
- Identify categories with multiple low stock items
- Plan category-wise purchasing
- Negotiate bulk purchases
- Coordinate with suppliers
- Optimize category inventory
Exporting Low Stock Reports
You can export reports:
- Export to Excel for purchasing planning
- Export to PDF for sharing with suppliers
- Email reports to purchasing team
- Schedule automated low stock reports
- Share with management for approval
Low Stock Action Plans
Based on low stock reports, take action:
- Immediate Action: Items out of stock or critical
- Urgent Reorder: Items with days to stockout < 7
- Plan Reorder: Items approaching reorder level
- Monitor: Items just below reorder level
- Review: Items with frequent low stock
Preventing Stockouts
Use low stock reports to prevent stockouts:
- Review reports regularly (daily or weekly)
- Set appropriate reorder levels
- Consider lead times when setting levels
- Account for seasonal variations
- Maintain safety stock
- Monitor fast-moving items closely
Low Stock vs Stock Alerts
Low stock reports provide:
- Comprehensive list of low stock items
- Detailed analysis and metrics
- Historical comparison
Stock alerts provide:
- Real-time notifications
- Immediate warnings
- Dashboard indicators
Best Practices
- Review low stock reports daily for critical items
- Set realistic reorder levels based on consumption
- Consider supplier lead times
- Account for seasonal demand variations
- Maintain safety stock for critical items
- Update reorder levels based on trends
- Coordinate with suppliers for timely delivery
- Track reorder performance
Low Stock Trends
Monitor low stock trends:
- Items frequently appearing in low stock
- Categories with recurring low stock
- Seasonal low stock patterns
- Trends in stockout frequency
- Impact on sales and customer satisfaction
Need Help?
If you have issues with low stock reports:
- Ensure reorder levels are set for items
- Verify stock tracking is enabled
- Check that current stock is accurate
- Ensure proper location filters are applied
- Review reorder level calculations
- Contact support if reports seem incorrect
Low stock reports are critical for maintaining adequate inventory levels and preventing stockouts. Regular review and proactive action based on these reports help ensure product availability and customer satisfaction.