Reorder Rules and Low Stock Alerts
Running out of stock at the wrong moment — during a festival season, a large client order, or the weeks before Dashain — can cost you sales and damage your reputation. Udyot ERP’s reorder rules and Low Stock report give every Nepali business a simple safety net: set a minimum quantity per item, and the system flags it the moment stock touches or drops below that level, along with a suggested buy quantity so you can act immediately.
How reorder rules work in Udyot ERP
A reorder level (also called a re-order point) is a minimum on-hand quantity you set for each stock item. There is no separate “Reorder Rules” menu — the threshold lives directly on the item master. When the item’s total on-hand quantity across all godowns falls at or below this number, the item appears in the Low Stock report flagged with a red “Below re-order point” label.
The benefit is immediate visibility: instead of checking every item manually or discovering a shortage only when a customer orders, your team can open the Low Stock report each morning and see exactly what needs to be restocked.
Step 1 — Set the reorder level on a stock item
- Go to Masters → Stock Items.
- Click the item you want to configure, then click Edit.
- Find the Re-order Qty field (sometimes labelled “Reorder Level” or “Minimum Qty”). Enter the quantity at which you want to be alerted — for example, 200 for a fast-moving item that takes two weeks to restock.
- Optionally note a suggested purchase quantity in a separate field if your item master supports it — this is the amount you typically buy in one order (your Economic Order Quantity).
- Click Save.
Repeat this for every item you want to monitor. Items without a reorder level set will not appear in the Low Stock report.
Step 2 — Open the Low Stock report
- Go to Inventory → Low Stock.
- The report lists every item whose current on-hand quantity is at or below its configured reorder level.
- Each row shows:
- Item name and stock group
- On-hand quantity — the total across all godowns combined
- Reorder level — the threshold you set
- Suggested buy quantity — how many to order to return to a safe level
- A red “Below re-order point” status pill
- If an item has dropped off the list after you increased its stock, refresh the page — the report reflects the current live balance.
Deciding what to buy or make next
Once you identify items that need restocking, you have two paths:
- Buy from a vendor — raise a Purchase Order directly. You can also start with a Request for Quotation (RFQ) if you want to compare vendor prices before committing.
- Manufacture in-house — if the item is produced internally, use Material Requirements Planning (MRP) to calculate the raw material quantities needed and generate a production plan. MRP reads your Bills of Material and open Sales Orders to suggest exactly what to make and when.
For many businesses the right answer depends on the item: finished goods you assemble go through MRP; raw materials and trading goods go through a Purchase Order.
How to calculate a good reorder level
A practical formula for most Nepali businesses:
| Factor | Example (rice sacks) |
|---|---|
| Average daily sales | 10 sacks/day |
| Supplier lead time | 5 days |
| Safety buffer (extra days) | 3 days |
| Reorder level = daily sales × (lead time + buffer) | 10 × (5 + 3) = 80 sacks |
Set the Re-order Qty to 80. The moment rice sacks drop to 80 or below, the Low Stock report flags the item — giving you 5 days to receive stock plus a 3-day cushion in case of delays.
Nepal-specific tips
Udyot ERP uses Bikram Sambat (BS) dates throughout, so all stock movement timestamps and report filters follow the Nepal calendar. When you set reorder levels ahead of major festivals — Dashain, Tihar, or fiscal year-end (Ashadh 30, ~mid-July) — consider temporarily raising the threshold for high-demand items. You can edit the Re-order Qty at any time without affecting historical records.
If your business imports goods, remember to factor in customs clearance time at Birgunj, Biratnagar, or other border crossings into your lead-time calculation. A supplier who ships from India in 3 days may still take 8–10 days door-to-door after customs delays, which should be reflected in your reorder level.
Reviewing the Low Stock report regularly
The Low Stock report is a snapshot of the current moment — it does not send automatic email notifications. Build a daily habit of checking Inventory → Low Stock each morning before dispatch, or assign this task to your store-keeper or purchase officer. Pairing this with the Inventory Reports (Stock Summary, Stock Aging) gives you a complete picture of what you have, what is slow-moving, and what is running short.
Adjusting or removing a reorder level
To change or remove a reorder level for an item:
- Go to Masters → Stock Items → [item name] → Edit.
- Update the Re-order Qty field. Set it to 0 to stop monitoring the item (it will no longer appear in the Low Stock report).
- Save.
You can also raise the reorder level seasonally — for example, doubling the threshold for seasonal items in the Bhadra–Aswin period — and lower it again afterwards.