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Low Stock Alerts

Low Stock Alerts and Monitoring

Automatic Stock Monitoring

Set minimum levels for each product, and the system monitors stock in real-time with color-coded priority alerts.

Low stock alerts help you maintain optimal inventory levels by automatically flagging products that fall below their minimum stock thresholds. Never run out of critical medications during peak hours.

Understanding Low Stock Alerts

The system monitors your inventory in real-time and automatically alerts you when products fall below their configured minimum stock levels. Priority levels are calculated based on how far below the minimum your current stock has fallen.

Priority Levels

Priority System

HIGH (≤50% of minimum), MEDIUM (51-75%), LOW (76-99%). Focus on HIGH priority items first to prevent stock-outs during peak hours.

HIGH Priority (Red): Stock at 50% or less of minimum level - urgent action required
MEDIUM Priority (Orange): Stock between 51-75% of minimum - restock soon
LOW Priority (Yellow): Stock between 76-99% of minimum - monitor closely

Setting Up Alerts

Configure minimum stock levels for automatic alerts. The system calculates priority levels based on how far below the minimum your current stock has fallen.

Set Minimum Levels

Edit each product → Set 'Minimum Stock Alert Level' (e.g., 50 units). System alerts when current stock falls below this threshold.

Monitor Daily

Check Low Stock Alerts page daily. Review color-coded priorities: HIGH (red), MEDIUM (orange), LOW (yellow) based on urgency.

Take Action

Select low stock items and click 'Create Requisition' to generate purchase orders automatically with suggested quantities.

Alert Dashboard Features

The alert dashboard provides comprehensive monitoring with two tabs: Low Stock items and Depleted Batches. Track items needing restock and analyze sales history for depleted batches.

Real-time stock level monitoring with auto-refresh
Priority-based sorting (HIGH → MEDIUM → LOW)
Depleted batches tab showing recently sold-out items
Quick requisition creation from selected alerts
Sales history analysis per batch to predict restock needs
Last supplier and purchase price for easy reordering

Creating Requisitions from Alerts

Convert low stock alerts directly into purchase requisitions. The system suggests reorder quantities based on the deficit between current stock and minimum levels.

Select Items

Check boxes for products needing restock. System suggests reorder quantities based on deficit and historical usage patterns.

Generate Requisition

Click 'Create Requisition' button. System pre-fills quantities and last supplier used for each product.

Review & Submit

Verify quantities and suppliers. Add notes if needed (e.g., 'Urgent for weekend stock'). Submit for approval or direct ordering.

Automated Reordering

The system suggests reorder quantities based on: (1) deficit from minimum level, (2) historical usage patterns, (3) supplier pack sizes. Always review suggestions before submitting.

Depleted Batches

The Depleted Batches tab shows products that have recently sold out. Use this information to:

Identify fast-moving products
Analyze sales velocity
Plan restock timing
Review supplier performance
Optimize minimum stock levels

Batch number and expiry date of depleted batch
Date when batch was fully depleted
Total units sold from that batch
Sales duration (days from receipt to depletion)
Last supplier and purchase price

Best Practices

Setting Minimum Levels

Choose appropriate minimum stock levels based on:

Lead Time: How long it takes to restock from your supplier
Sales Velocity: How quickly the product sells (units per day)
Criticality: How essential the product is (life-saving vs. convenience)
Storage Space: Balance between stock-outs and excess inventory
Supplier Reliability: More reliable suppliers = lower minimums needed

Formula: Minimum Stock = (Average Daily Sales × Lead Time Days) + Safety Buffer

Example: If you sell 10 units/day and restock takes 7 days: Minimum = (10 × 7) + 20 = 90 units

Daily Monitoring Routine

Morning Check

Review HIGH priority alerts first thing each day. Place urgent orders immediately to prevent stock-outs.

Weekly Review

Analyze MEDIUM and LOW priority alerts. Plan bulk orders to optimize supplier discounts and shipping costs.

Monthly Analysis

Review depleted batches history. Adjust minimum levels for products that frequently appear in alerts or deplete quickly.