Reordering Stock Using the Reorder Report and Desired ( Min / Max ) Quantities

The Stock Reorder Report, found in Reports->Stock Reports->Stock Reorder Report, is a report that compares your current Stock on Hand with your desired quantities, and creates a list of the stock you are low on. This can then be converted into an order that can then be sent to a supplier. Compared with other methods of automatically generating supplier orders, the Reorder report:

Requires setting up desired quantities for stock items but reduces a lot of guess-work when reordering.
Once set up, is very automated and requires little input from the user.
Can be run for specific suppliers and/or departments/categories.
Takes existing orders into consideration and can adjust quantities based on this.

For a comparison between re-ordering methods, click HERE

Set Up Desired Quantities for Stock Items

For the purposes of re-ordering, Retailer uses the following options to determine quantities to order:

Desired Quantity - The maximum quantity at which stock should be on-hand when re-ordered.
Stock Reorder Quantity - The quantity at which stock will be taken into account and included to be re-ordered.

For example:

Current Quantity-on-Hand	Desired Quantity	Stock Reorder Quantity	Order Created?	Quantity Added to Order
5	20	3	No (Because current QOH is higher than Stock Reorder Quantity)	N/A
2	20	3	Yes	18 (Because current QOH is 2 and Desired Quantity is 20)

These Desired Quantity and Stock Reorder Quantity can be change in either the Stock Screen or the Stock Manager.

Through the Stock Screen (Individual Items)

From the main screen of Retailer, click on Stock → Stock Screen.
Click on the Magnifying Glass 🔎︎ at the bottom to open the Find Stock Screen. Search for a particular stock item and click OK.
Click on the Reorder tab.
In Desired Quantity to Have on Hand, enter the desired quantity for the stock item.
In Reorder This Item When It's Stock Level Gets Down To, enter the quantity at which the stock item will be re-ordered.
(Optional) In Warn POS Users About This Item When The Stock Level Is, enter the quantity at which Retailer will display a warning in the POS screen when the item is scanned.
In Reorder Method to Use When Recalculating Order Quantity, leave this on Unit. However, if you want to order an item by it's pack, select Pack from the drop-down box.
For more information about using packs in Retailer, click HERE.
Click Save.
Repeat for other stock items as required.

Through the Stock Manager (Multiple Items)

On the top menu bar of Retailer, click on Stock Maintenance → Stock Manager.
Make sure the list is empty. To do so, click on Remove → Remove All.
Click on Search to open the Advanced Stock Search.

Enter the criteria of stock to change quantities for.
Click Search.
For more information about using the Advanced Stock Search utility, click HERE.

Click on Edit Selected.
Change the quantities in Desired Qty and Stock Reorder Level, as required.
The field will turn red to indicate that there is a change to be made.
Click Save.
Repeat steps 2-6 for other groups of items as required.

Import a Supplier Stock File

The Desired Qty and Stock Reorder Levels can be updated by Importing a Supplier Stock File.

The Stock File needs Barcode, Description, Supplier, and a Price (Updating Existing Price is optional but the column is required)

Running the Reorder Report

We have a video guide on how to use Maximum and Minimum Quantities to reorder stock in Retailer: Stock Reordering - Ordering by Maximum and Minimum Quantities

On the top menu bar of Retailer, click on Reports → Stock Reports → Stock Reorder Report.
The Stock Reorder Report can also be accessed using the Reorder Report button in the top right corner of Orders Maintenance.
On the left hand side, you can choose which Supplier(s) to run the report for:

Choose between Select All and Selected.
Changing between Select All and Selected will tick and untick all Suppliers
Tick the Selected column to include the Supplier
To search for a Supplier, click into the Supplier column then type the Supplier Name. The matching Supplier will be highlighted. Tick Selected to include this Supplier
An easy way to exclude a certain Supplier is to click 'Select All' then untick the Supplier(s) to exclude

On the right hand side, you can choose which Departments and Categories to run the report for:

Choose between Select All and Selected
Changing between Select All and Selected will tick and untick all Departments and Categories
Click the arrow > to the left of each Department to expand the Categories under that Department
Tick the Selected column to include the Department or Category
Ticking a Department will automatically tick Categories for that Department
Tick 'Include Stock not in a Category' to include Stock Items that have a Department set but no Category.
An easy way to exclude a certain Department or Category is to click 'Select All' then untick the Supplier(s) to exclude

Use the Tag box to filter the Report to only include Stock Items with any of the selected Tags

To add a Tag, type the Tag Name into the box next to 'Tag', then press Enter or click the plus + button
To select multiple Tags, click the ellipsis (3 dots •••) button . You can then select any Tag from the 'All Tags' box

In the Report Viewing / Printing Options section, tick the options as required:

Display Full Stock Description - Tick to show the full description of the item. If unticked, it will show the item's short description.
Show Cost Price - Tick to show the cost price of each item. If unticked, the cost price will be hidden.
Show Retail Price - Tick to show the retail price of each item. If unticked, the retail price will be hidden.
Use Band Colours - Tick to highlight each alternating line, which may make reading the report easier. If unticked, the report will use an entirely white background.
Show Quantity on Hand - Tick to show the current quantity-on-hand number of each stock item. If unticked, the current quantity-on-hand will be hidden.
Show Stock Locale - Tick to show the Stock Locale of each item. If unticked, the Stock Locale will be hidden.
Click HERE for more information about stock locales.
Show Webstore Items Only - Tick to filter the Report to only stock items with Web Store Item ticked.
Show Individual Store Quantities - Multi-Store Only - Tick to show a per store location quantity on hand and quantity to order breakdown
Exclude Inactive Stock - Tick to hide items that have been marked as inactive. If unticked, inactive stock will be included in the reorder report.
Print New Page For Every Supplier - Tick to separate each supplier on a new page. If unticked, multiple supplier may appear on the same page.

In the Reordering Details section, choose between the following ways to reorder stock:

Reorder Qty based only on the current Qty On Hand of each stock item

Quantities to order are generated entirely based on the Current QOH, Desired Quantity and Stock Reorder Level.

Reorder Qty (based on current QOH) minus Pending Order Qty

Quantities to order are generated as above but minus any quantities that are already in Pending Orders.

Reorder Qty (based on current QOH) minus Sent Order Qty

Quantities to order are generated as above but minus any quantities that are already in Sent Orders.

Reorder Qty (based on current QOH) minus Pending and Sent Order Qtys

Quantities to order are generated as above but minus any quantities that are already in Pending or Sent Orders.

Click Preview to view the report, from which you can print/save the report (see below) and then close the preview.
Alternatively, click on Print to print out the report.
You will then be prompted to create a Pending Order.
Click Yes to create one or click No to cancel the process.
Multistore Only: You can choose between creating an Order for a Supplier, or for another Store. If you choose 'Store', the other store will receive a request for stock, which they can then choose to allocate to your store. See HERE for more info.
If you clicked Yes, the order is created and can be viewed in the Orders Maintenance screen.

The generated Reorder Report is not automatically saved, as the user can choose whether to proceed with creating orders based on it. The Print Order button in Orders Maintenance lets you view all orders created using the various filtering options available.

Reading the Report

Stock on the report is broken down by Supplier. For each Supplier, their name, address, phone number, fax number and account number will be shown, provided that information has been added to the details in the Suppliers & Departments screen.

Stock items to be ordered from each supplier will be displayed, broken down by Department & Category. For each stock item, you will see

Barcode
Stock Description - the name of the product in your system
Supplier Stock Code
Retail Price
Cost Price - as currently recorded in your system. Note that the supplier's actual cost prices may have changed.
Qty to Order - calculated based on your current quantity on hand and your desired quantity.
Total Cost - Total expected cost of order the item.

Each supplier will then show a total Retail, total Cost & total Qty to Order.

Exporting the Report to Excel

Once you have the settings correct, click Preview.
Click Print in the top left corner
Tick the box for Print to File, towards the bottom of the window.
In Type:, select either Xlsx Data File or Xlsx Report File. The report file will include the graphics and layout of the report, while the data file will only include the data.
In Where: click the ... symbol to select the location where the file will be saved.
Click Print to generate the file