Item Reorder Levels
Go to: Inventory → Items → Item Reorder Levels
A reorder level is the quantity at which you want to be told to buy more. ERPX checks it whenever stock is about to go out of a warehouse, and — depending on your rules — warns you, blocks the transaction, or raises a purchase request for you.
Enable reorder processing first. Go to Settings → Inventory, turn on Enable Item Reorder Functionality, and save. Item Reorder Levels and Reorder Rules do not process stock movements while this setting is off.
There are two screens, and they do different jobs:
| Screen | Scope | Answers |
|---|---|---|
| Item Reorder Levels | Per item, per warehouse | How low is too low for this item here, and how much should we order? |
| Reorder Rules | One record per organization | What should ERPX do when a level is breached? |
Item Reorder Levels
| Field | What it means |
|---|---|
| Item | The item being watched |
| Warehouse | The warehouse whose balance is checked |
| Check In Warehouse | Optional — check the balance of a different warehouse instead (e.g. watch the central store, order for the branch) |
| Unit of Measurement | UOM the level and quantity are expressed in |
| Reorder Level | The threshold. Falling to or below this triggers the rule |
| Reorder Qty | How much to request when triggered |
| Purchase Request Type | The type of request raised — Purchase by default |
Levels are per item per warehouse. The same item can have a level of 500 in the main store and 50 in a branch, because the reorder decision is local even though the valuation rate is global.
Setting levels in bulk
Typing a level per item per warehouse does not scale. Two helpers exist:
| Action | Where | What it does |
|---|---|---|
| Create | Item Reorder Levels → Create | Add levels for several items across warehouses in one pass |
| Bulk Edit | Item Reorder Levels → Bulk Edit | Change levels and quantities for many existing rows at once |
Enable Item Reorder Functionality
Go to Settings → Inventory, enable Enable Item Reorder Functionality, and save the setting.
Open Item Reorder Levels
Navigate to Inventory → Items → Item Reorder Levels.
Choose Create or Bulk Edit
Use Create for items that have no level yet, Bulk Edit to revise levels you already set.
Pick the items and warehouses
Select the item/warehouse combinations you want to cover.
Enter Reorder Level and Reorder Qty
Set the threshold and the order quantity per row, then save.
Reorder Rules
Go to: Inventory → Items → Reorder Rules
One record per organization, controlling what happens when a level is breached.
| Field | Options | What it does |
|---|---|---|
| Enforcement Mode | Block Transaction / Warn Only / No Enforcement | How hard ERPX pushes back when an outward document would breach a level |
| Auto Create Purchase Request | On / Off | Whether a purchase request is created automatically on breach |
| Purchase Request Timing | Instantly / At Midnight | When the automatic request is created. Only relevant when auto-create is on |
What each enforcement mode means
| Mode | On breach, the user… |
|---|---|
| Warn Only (default) | Sees a confirmation and can choose to continue |
| Block Transaction | Cannot save the outward document until stock or the level is addressed |
| No Enforcement | Sees nothing — levels are informational only, used for reporting |
How the check actually works
The check runs on documents that take stock out of a warehouse — Delivery Notes, Stock Entry (Issue), and similar.
Three details make this behave sensibly in practice:
- The Inventory setting is the master switch. When Enable Item Reorder Functionality is off, ERPX skips reorder validation and automatic purchase-request creation.
- Current stock comes from the Stock Ledger, using the latest non-draft, non-cancelled entry for that item and warehouse — the same number the reports show.
- Existing purchase requests count. Quantities on purchase requests already in Draft or Pending for that item and warehouse are treated as covered, so you are not nagged about a shortage you have already acted on.
Levels with No Enforcement or with no reorder level configured are skipped entirely. If you expected a warning and got none, first check that Enable Item Reorder Functionality is on. Then check the rule’s enforcement mode and whether a level exists for that exact item and warehouse.
Choosing a level
A workable starting point:
Reorder Level = average daily usage × supplier lead time in days × safety factor
Reorder Qty = enough to cover the next review period, respecting supplier MOQ| Situation | Suggestion |
|---|---|
| Long lead time, steady usage | Higher level, moderate quantity |
| Short lead time, spiky usage | Lower level, larger quantity |
| Perishable stock | Lower level and quantity — expiry is a bigger risk than a stock-out |
| Critical component | Add safety stock and consider Block Transaction |
Reporting
| Report | Answers |
|---|---|
| Stock Balance | Current quantity per item and warehouse |
| Pending GRN | Ordered but not yet received quantities |
| Item Pricing Summary | Last purchase details, useful when sizing an order |
Tips
- Start with Warn Only. Switching straight to Block Transaction stops dispatch on day one.
- Set levels on component items, not on bundle parents — the parent holds no stock, so it can never breach.
- Use Check In Warehouse when replenishment is centralised: watch the central store’s balance while ordering for a branch.
- Revisit levels after seasonal peaks. A level set in the slow season blocks nothing in the busy one.
- If auto-create is on, use At Midnight rather than Instantly when many small issues happen through the day — it batches the requests.