Auto Stock - Setup

Set auto stock (replenishment)

This guide describes the setting to automatically calculate stock, so that purchase orders can be generated for stock items. This can be used to top up the shelves or to supplement the stock that has been sold.

The required stock can be calculated based on the data entered: number of sales days, number of days of stock and the minimum stock requirement. This module requires a license ("auto stock").

Settings for using ‘auto-stock’

Extra -> Settings -> Stock -> Auto Stock Tab

AutoStockCalculate: Specifies that automatic stock is being used.
Default: yes  

AutoStockLog: Specifies that the calculation of the stock is shown under the 'Optimal Stock Log' tab.
Default: yes 

AutoStockDefaultMinStockDays: Specifies over how many days the minimum stock should be calculated.
Default: 14 days

AutoStockDefaultMaxStockDays: Specifies over how many days the maximum stock should be calculated.
Default: 28 days

AutoStockDefaultSalesDays: Specifies over how many sales days the stock should be calculated.
Default: 90 days

AutoStockMonday: Specifies that the auto-stock is calculated every Monday. If the auto-stock has to be calculated every day, then every individual day mentioned, must have the value 'Yes'. The auto-stock is then calculated by default, every night.

We recommend to initially set up one supplier first and if this works for you, expand this to your other suppliers. 

Setting auto-stock at different levels

The hierarchical levels of which stock is calculated, is (starting from highest level): Settings -> Stores -> Suppliers -> Brands -> Product Categories -> Products

You can change settings for/on each level here:

Level 1
Settings
Extra -> Settings -> Stock -> Auto stock

Level 2
Stores
Extra -> Stores -> "select store" -> Auto stock

Level 3
Suppliers
Start -> Customers -> Supplier maintenance -> "select supplier" -> Auto stock

Level 4
Brands
Administration -> Brands -> "select brand" -> Auto stock

Level 5
Product Categories
Administration -> Products -> Product categories -> "select categorie" -> Auto stock

Level 6
Products (Store)
Start -> Product maintenance -> "select a product" -> Availability -> "select store" -> Auto stock

At all these levels the setting (tab) is named 'Auto Stock'.

See the example below at store level (Level 2).

Also mention in the example below : previous (=higher) level : settings, next (=deeper) level: suppliers.

• 
• Ignore auto stock values: The ‘ticking’ indicates, that the settings at this level are included.
• Calculate auto stock values: ‘Ticking’ indicates, that the optimal stock of this location, supplier, make, item category or location item is calculated. This depends on at which level this is set.
• Minimum stock days: Specifies over how many days the minimum stock should be calculated.
• Maximum stock days: Specifies over how many days the maximum stock should be calculated.
• Sale days: Specifies over how many sales days the stock should be calculated.
• Each level shows at the bottom what the previous level is, and what the next level is.

Manually calculate auto-stock

The auto-stock is calculated by default each night, based on settings under Extra > Settings -> Stock > Auto Stock. See also the description above. 

It is also possible to calculate the auto-stock manually, for example if the settings have recently been entered or changed.

Start -> Stock > Calculate Auto Stock

Based on location, supplier, make, item category and/or article, the optimal stock is manually recalculated.

Optimal stock log

The calculated optimal stock log is visible for each product.

Within the product information page, select the tab 'Availability'.

Select the store by double clicking on it.

On the 'Optimal Stock Log' tab, you can see how this optimal stock is calculated.

Number of sales days: 90
Minimum stock days: 14
Maximum stock days: 28
Found at 'supplier level.
Total sales for this example product in the last 90 days = 38 products

38 products in 90 days is : 0.4222 products per day.

Minimum stock: 14 (days) * 0.4222 = 5.91 products per day.
Maximum stock: 28 (days) * 0.4222 = 11.822 products per day. 

There's no stock adjustment (both minimum and maximum are at 100%).

It is also possible to deviate from auto stock per product. Please see guide Manual Stock 

Generate purchase orders

Via ‘Generate purchase orders’ you can order new stock.

Start -> purchase orders -> Generate purchase orders

For example, when a supplier is specified, purchase orders are generated, based on the settings and the levels. The report states exactly what has happened and on the basis of which a purchase order has been made or changed.

If there is already an existing purchase order from this supplier, which has the status 'New', the purchase order will be increased by the number that should be ordered according to the settings in the levels.

If there is no existing purchase order, it will be created with the 'New' status. Now, the purchase order can be checked and processed.

See the section : purchase orders for more information