What You’ll Learn

By the end of this guide, you’ll be able to:

• Set up low stock alerts for products
• Configure notification preferences
• Respond to stock alerts
• Prevent stockouts
• Manage reorder processes

---

What Are Stock Alerts?

Stock Alerts notify you when product inventory falls below a set threshold. This helps you:

• 🔔 Never run out of popular items
• 📦 Reorder inventory on time
• 💰 Avoid lost sales from stockouts
• 📊 Plan purchasing better

---

Setting Up Stock Alerts

Method 1: Per Product

Set alert while adding or editing a product:

1. Go to Products
2. Select a product
3. Tap “Edit”
4. Find “Low Stock Alert” field
5. Enter minimum quantity:
   • For fast-moving items: Higher threshold (e.g., 50 units)
   • For slow-moving items: Lower threshold (e.g., 5 units)
   • For critical items: Safety stock level (e.g., 100 units)
6. Tap “Save”

Method 2: Bulk Setup

Set alerts for multiple products:

1. Go to Stock Alert (from main menu)
2. View all products
3. Tap any product row
4. Enter alert threshold
5. Save
6. Continue to next product

Method 3: During Stock In

Quick set while receiving inventory:

1. After Stock In, product page shows
2. Tap “Set Alert”
3. Enter threshold based on:
   • How fast item sells
   • Supplier lead time
   • Storage capacity
4. Save

---

Choosing Alert Thresholds

Factors to Consider

Factor	Impact on Threshold
Sales velocity	Fast sellers need higher alerts
Supplier lead time	Longer delivery = higher alert
Seasonality	Increase before busy periods
Storage cost	Limited space = lower thresholds
Product importance	Critical items = higher safety stock

Recommended Formulas

Basic calculation:

Alert Threshold = (Daily Sales × Lead Time Days) + Safety Stock

Example:
- Sell 10 units/day
- 7 days lead time
- 20 units safety stock
- Alert at: (10 × 7) + 20 = 90 units

Conservative approach:

Alert Threshold = (Daily Sales × Lead Time × 1.5) + Safety Stock

Examples by Product Type

Product Type	Daily Sales	Lead Time	Alert Threshold
Bestseller	50	5 days	300 units
Regular item	10	7 days	90 units
Slow mover	2	14 days	40 units
Seasonal	Varies	10 days	200 units (peak)

---

Viewing Stock Alerts

Stock Alert Dashboard

Access from main menu:

1. Tap “Stock Alert”
2. View two sections:
   • 🔴 Below Threshold — Need attention
   • ✅ Above Threshold — All good

Alert List Features

Each row shows:

Column	Information
Product	Name and image
Current Stock	Actual quantity
Alert At	Threshold set
Status	How urgent

Sorting options:

• By stock level (lowest first)
• By product name
• By category
• By alert status

Home Dashboard Alerts

Quick view from Home:

• Badge on menu icon
• Notification dot
• Summary card: “3 items low stock”

Tap to go directly to Stock Alert page.

---

Notification Settings

In-App Notifications

Always enabled:

• Badge counts
• Dashboard alerts
• In-app banners

Push Notifications

Configure in Account → Notifications:

1. Go to Account settings
2. Tap “Notifications”
3. Toggle “Stock Alerts”
4. Set urgency level:
   • All alerts — Every threshold breach
   • Critical only — Most urgent items
   • Daily digest — Once per day summary

Email Notifications

Available on premium plans:

• Daily stock status email
• Weekly low stock summary
• Immediate alerts for critical items

Configure in web dashboard.

---

Responding to Alerts

When You Get an Alert

Immediate actions:

1. Check current stock

   • Verify physical count
   • Check for pending orders
   • Confirm alert is accurate

2. Assess urgency

   • How fast does this sell?
   • How long to replenish?
   • Can customers wait?

3. Take action

   • Order from supplier
   • Transfer from another location
   • Update threshold if wrong

Creating a Purchase Order

From Stock Alert:

1. Find product in alert list
2. Tap product
3. View current stock and threshold
4. Tap “Order Stock” (if integrated)
5. Or note quantity needed
6. Contact supplier

Marking Alerts as Reviewed

After taking action:

1. In Stock Alert list
2. Swipe left on product
3. Tap “Mark Reviewed”
4. Alert temporarily cleared
5. Reappears if stock remains low

---

Best Practices

Setting Thresholds

✅ Review regularly

• Monthly threshold review
• Adjust for seasonality
• Update for sales trends

✅ Differentiate products

• A-items (top 20%): Higher safety stock
• B-items (middle 30%): Moderate alerts
• C-items (bottom 50%): Lower priority

✅ Consider lead times

• Local suppliers: Lower thresholds
• International: Higher thresholds
• Unreliable suppliers: Extra buffer

Managing Alerts

✅ Daily review habit

• Check alerts every morning
• Prioritize critical items
• Plan purchasing accordingly

✅ Don’t ignore alerts

• Address within 24 hours
• Escalate if supplier issues
• Document reasons for delays

✅ Communicate with team

• Share alert status
• Coordinate purchases
• Train staff to report low stock

Preventing Stockouts

✅ Safety stock formula

Safety Stock = (Max Daily Sales × Max Lead Time) - (Avg Daily Sales × Avg Lead Time)

✅ Reorder point

Reorder Point = (Avg Daily Sales × Lead Time) + Safety Stock

---

Advanced Features

Auto-Reorder (If Available)

Some integrations support:

• Automatic PO generation
• Supplier email notifications
• Reorder quantity suggestions

Contact support to set up.

Multi-Location Alerts

For businesses with multiple locations:

• Set alerts per location
• Transfer stock between locations
• Consolidated alert dashboard

Seasonal Adjustments

Before busy seasons:

1. Increase alert thresholds
2. Increase safety stock
3. Pre-order inventory
4. Monitor more frequently

After season:

1. Reduce thresholds
2. Clear excess stock
3. Review what sold

---

Troubleshooting

”Not receiving alerts”

Check:

• Notifications enabled in settings
• Alert thresholds actually set
• Product stock below threshold
• App notifications allowed (phone settings)

Try:

• Toggle notifications off and on
• Restart app
• Check phone notification settings

”Too many alerts”

Solutions:

• Raise thresholds for non-critical items
• Use daily digest instead of immediate
• Focus alerts on A-items only
• Disable alerts for slow movers

”Alert threshold keeps changing”

Possible causes:

• Multiple staff editing
• Sync issues
• App bugs

Fix:

• Verify only authorized staff change thresholds
• Check last updated by
• Contact support if persistent

”Wrong stock level shown”

Check:

• Unsynced transactions
• Pending stock operations
• Multi-device sync issues

Fix:

• Pull down to refresh
• Check internet connection
• Force sync in settings

---

FAQ

Q: How many products can have alerts? A: Unlimited! Set alerts for as many products as you need.

Q: Can I set different alerts for different locations? A: Yes, each business location has independent alert settings.

Q: Do alerts work offline? A: Alerts calculate based on last synced data. Sync when online for accuracy.

Q: Can staff receive alerts too? A: Yes, if they have appropriate permissions and notifications enabled.

Q: What’s the difference between alert and reorder point? A: Alert notifies you. Reorder point is when you should place an order (usually same number).

Q: Can I export alert data? A: Yes, use Stock Report and filter by low stock items.

Q: Do alerts consider pending stock in? A: Currently alerts show current stock only. Check pending orders separately.