How to Reorder Low Stock 

Linnworks allows you to reorder items that are low in stock directly from My Inventory or Open Orders screens. Both options are available to make the reordering process easier ensuring no sales are lost due to items being out of stock. It is also a very common practice among sellers to sell products they currently don’t have in stock but can source from a supplier on demand. This is where reordering from My Inventory or Open Orders can be useful enabling you to raise purchase orders in a timely manner.

Reorder Low Stock

Table of contents

Reordering from My Inventory

The My Inventory screen offers several ways for identifying items that need reordering. You can use various filters that are available in Inventory View Editor, Just in Time ordering, or the Daily Average Consumption functionality.

Daily Average Consumption

Linnworks tracks the daily average consumption of stock in the specific location for a particular item. To view this information for the items, add the Daily Average Consumption column to your inventory views. Go to Edit View > select the column > click Add selected.

DailyAverageConsumption

To see details for any specific item you have in the My Inventory list, click the icon available in this column: 

AverageDailyConsumption

The timeline shows a number for every single day - how many items on average are consumed for this stock item. To count this, the system takes the total sales in the last 90 days, divided by the number of days the item was in stock.

Info! Daily Average Consumption is used together with the Available filter, Approaching Minimum Level and Optimal Stock Level conditions specifically. See more details below.

Step 1: identify items that are low in stock

Go to Inventory > My Inventory where you can use search and various filters to identify items to be reordered according to the demand. You can use several filters at the same time. For example, you may want to order items from the same category, the same supplier, and with the available stock of less than 10. Go to Edit View and add these filters:

MyInventory Filters

As a result, you will get a view with a list of items that match these criteria.

Reorder filter

There is also a dedicated filter called Available which can help in making better decisions on when it is the right time to order more stock for your products based on certain conditions.

Filter Available

Add the Available filter to the view and select one of the four conditions that suit you the most:

AvailableFilter conditions

  • Below Minimum Level: shows all items where the available level is below the minimum level set for that item.
  • Approaching Minimum Level: shows items where the available level is getting close to the minimum level and should run out of stock soon. The system makes estimations based on Daily Average Consumption and Minimum Stock Level.
  • Below Optimal Stock Level: shows items where the available level is less than what we would expect to sell in the time before the delivery. The system makes estimations based on Daily Average Consumption multiplied by the supplier Lead Time and compares it to the available stock. For instance, if the average consumption is 5 and the lead time is 10, the item would show up in the view when the available stock level was less than 50. 
  • Below Optimal Level with Safety Stock: this is similar to the Optimal Stock level. The safety stock is considered to be 7 days of sales. So if we take the example above, the item would show up if the available level was less than 85. Calculations for this example: (10 + 7) * 5.

Once the most suitable filters are selected, save the view and see the list of SKUs applicable to the filter criteria. For more detailed information on how to work with the views, check this documentation.

Just in Time (JIT)

There is a dedicated column in My Inventory called Just in Time that you can add to the inventory view and use to mark items as JIT items. 

JustInTimecolumn

To mark an item as JIT click the red icon available in the column to make it green. In the same way, click the green icon to make it red and unmark the item. 

Note! Marking items as JIT disables Daily Average Consumption calculation for them. It doesn't affect items in any other way.

MyInventory JIT

Once you mark the required items as JIT, click the filter icon available in the JIT column where you can select the Only JIT items filter.

MyInventory onlyJIT

Now that you have all JIT items filtered out in the My Inventory screen, you can proceed with step 2 and reorder the selected items.

Step 2: add items to a purchase order

To proceed with reordering, right-click the selected item(s) > Re-stock > select the preferred calculation method > select Supplier, either a default supplier or a specific one.

MyInventory Restock

Calculation methods:

  • To Minimum Stock Level: Linnworks will automatically add to the purchase order the number of items required to reach the minimum level. For example, if the Minimum Level is 8 and the Available amount is 3, then the amount of 5 will be added to the purchase order.
  • Smart Calculate: Linnworks will automatically add the average number of items from the last 3 purchase orders for this item. If there have been no purchase orders for these items yet, then the logic of To Minimum Stock Level will be applied.

The Create Purchase Order screen

Once you get to the Create Purchase Order screen, double-check that purchase order details are correct. If required, you can edit the number of items To Order manually.

Make sure the items you are adding to a PO have the supplier(s) assigned in Edit Product Details > Suppliers. For items with no suppliers, the Unassigned section will be displayed in the Create PO screen. It will not allow you to create a PO.

Reorder CreatePO

Then, you can either click the Create POs CreatePOs button to create a new PO or add the items to an existing PO for a specific supplier.

Reordering from Open Orders

Another way to reorder low stock items is to do it directly from the Open Orders screen. This involves similar steps:

  • Step 1. Identify orders that have items for reordering
  • Step 2. Create a purchase order for these items

Step 1: identify orders with items to be reordered

Use Views Manager or the Quick Filters panel to identify open orders with items that are low in stock. For example, you can create a view with the filter Available Stock Level is less than 5.

ReorderingItems view

You can also use the Availability quick filter on the right-side panel of Open Orders. Tick the selection box twice until you see the cross icon for the filter to work as the order cannot be fulfilled.

AvailabilityFilter

For more information on quick filters that are available in the Open Orders screen, see here.

Step 2: create a purchase order for these items

Once you've identified orders, select them and click the Actions button. You can also use the right-click function. From there go to Items > Add items to Purchase Order > select whether you would like to reorder All items or only Out-of-stock items > select a specific supplier or the supplier that is set as default.

OpenOrders AddtoPO

 

NB! If you are using the earlier version of the Open Orders screen, follow the steps below:

Step 1: identify orders that have items for reordering

Identify orders that are low in stock using various filter conditions in the Items column. For example, the Stock Level filter in the Items column:

ReorderLowStock OpenOrdersv1

Once the most suitable filters are selected, click Apply and you will see the list of orders that match these criteria. 

Step 2: create a purchase order for these items

Right-click orders > Add to PO > select whether you would like to reorder All items or only Out-of-stock items > select a specific supplier or the supplier that is set as default.

OpenOrdersv1 AddtoPO

The Create Purchase Order screen

Once a supplier is selected, you will be redirected to the Create Purchase Orders screen with a Mode for open orders. Linnworks automatically will add the number of items to the To Order column that are required to fulfill the order.

For example, if you have only 1 item left and you received the order for 5 items, Linnworks will automatically add 4 items to the PO so that you could fulfill the order. If necessary, this amount can be edited manually.

ModeOO

Click the Create POs CreatePOs button to create a new PO or add this order to the existing PO using the left-side menu.