Audience: Stock managers and administrators who keep parts in stock and raise purchase orders.

Overview

Fixably can tell you when a product is running low and help you reorder it before you run out. You set a minimum quantity on a product, and Fixably then:

• marks the product red in the Products list when its stock falls below that minimum,
• emails your stock managers once when it drops to or below the minimum, and
• lists it on the Reorder suggestions screen, where you create a draft purchase order in a few clicks.

Nothing is ordered automatically. Low products simply become visible, and you decide what to buy and how much.

Setting this up takes 3 steps:

1. Set a minimum quantity on the products you want to track.
2. Add a Stock managers email recipient so alerts reach the right people.
3. Use Reorder suggestions to turn low stock into a draft purchase order.

Stock drops below minimum
        │
        ├──► Products list shows the item in red
        ├──► One email to your stock managers
        └──► Item appears on Reorder suggestions ──► Create draft purchase order

Before you begin

• Stocks must be enabled for your account.
• You need a user role with the right permissions (see Who can use this below).
• Have at least one vendor set up, and link the products you want to reorder to that vendor.

Set a minimum quantity on a product

The minimum quantity is your reorder point: the on-hand level at which a product counts as "low".

1. Go to Products and open the product you want to track.
2. Open the Stocks tab.
3. In the Minimum quantity field, enter the level you want to be warned at (for example, 5).
4. Save the product.

The minimum applies to the product across every stock. Each stock is then checked against its own on-hand quantity.

To stop tracking a product, set its minimum quantity back to 0 or clear the field.

See which products are low

Open Products and select the stock you want to look at.

When a product's on-hand quantity in that stock is below its minimum, its In stock value turns red with a !. Hover over it to see the minimum for that product. Once you restock above the minimum, the value returns to normal.

Get an email when stock runs low

Fixably sends a low-stock email to a dedicated recipient list. Set this up once.

1. Go to System Settings → Emails.
2. Add the people who should be warned to the Stock managers recipient.

If you have not set a Stock managers recipient, the alert goes to your Managers recipient instead.

How often you are emailed

• One email is sent when a product drops to or below its minimum in a stock.
• You will not get repeat emails while it stays low.
• If the product recovers above its minimum and later drops again, you get a new email.

The email names the product, the stock, the current quantity, and the minimum, and points you to the Reorder suggestions screen.

Create a purchase order from reorder suggestions

The Reorder suggestions screen gathers everything below its minimum for one vendor and helps you raise a single draft purchase order.

1. Go to Purchase orders → Parts Pending Purchase.
2. Open the Reorder suggestions tab. (The first tab, Parts to order, is the existing parts-pending list.)
3. Choose a Stock and a Vendor, then click Show.
4. Review the rows. Each shows the Current qty, the Desired qty, a suggested Qty to order, and the Price. You can edit the quantity and price before ordering.
5. Optionally tick only the rows you want. With nothing ticked, all listed products are included.
6. Click Create purchase order.

Fixably creates a draft purchase order for that vendor and opens it. From there you review and send it through your normal purchase-order process.

The suggested Qty to order already subtracts what is on hand and what is already on order. So once you have ordered a product, it drops off the list (or its quantity reduces) the next time you open the screen with the same filters.

Check it worked

After clicking Create purchase order, you land on a new draft purchase order for the vendor, listing the products you selected. Reopen the Reorder suggestions tab with the same stock and vendor — the products you just ordered are gone or show a smaller quantity to order.

Set a desired quantity (optional)

The desired quantity is your "reorder up to" level. The Reorder suggestions screen uses it to work out how many units to suggest.

• If you do not set a desired quantity, Fixably uses the minimum quantity as the target.
• The desired quantity is set through the product import or the API, not on the product card.

Set the desired quantity above the minimum so each order brings you comfortably back up, rather than just to the reorder point.

Set minimums in bulk by import

To set minimums for many products at once, use the standard product import.

• Add a minimumQuantity column (and, if you want, a desiredQuantity column) to your import file.
• Match products by their product code.
• A blank or missing value leaves the current setting unchanged.
• A value of 0 turns tracking off for that product.

Who can use this

These features are controlled by permissions. A role without them will not see the related screens or fields.

If you cannot see the Minimum quantity field or the Reorder suggestions tab, ask your administrator to check your role.

Troubleshooting

A product is below its minimum but is not on the Reorder suggestions screen

Check three things: the product is linked to the vendor you selected, the right stock is selected, and the suggested quantity to order is above zero. If you already have enough on order to cover the gap, the product is correctly left off the list.

A product sits exactly at its minimum — I got an email but it is not on the screen

This is expected. The email is sent at or below the minimum, while the Products list indicator and Reorder suggestions only show products that are below it. Drop one more unit, or lower the minimum, and it will appear.

I did not get a low-stock email

Make sure a Stock managers (or Managers) recipient is set under System Settings → Emails, and that the product has a minimum quantity set. Remember you only get one email per drop — no repeats while the product stays low.

Getting support

If something does not behave as described, contact Fixably support with the product code, the stock you were viewing, and a screenshot of the screen showing the issue.