ℹ️ Keeping your inventory well-managed is crucial for the operational efficiency and cashflow management. Stock Alerts safeguards you from running out of essential products by setting up automatic email notifications that alert you when stock levels are low or products are about to expire
Setting Up Stock Alerts
Create your Stock Alerts directly on the Product page.
Product page settings
You can add individual stock alerts, customized for each product, including:
📦 Stock Quantity - add your trigger quantity to the Minimum Stock field
📆 Batch Expiration - add a value to the Days before expiration field
ℹ️ If you have a stock alert email preference, you will be emailed when any product has an expired batch. A value for Days before expiration is not necessary.
Stock Alert email settings
Then, add the email address that you want notified when a threshold is reached.
🚩 We suggest using a shared email address that is monitored often.
Managing Stock Alerts
Edit stock alert threshold
To change the threshold levels, update the Minimum Stock value on the Product page
Disable / remove stock alert threshold
To disable single or multiple stock threshold alerts, remove the value from the Minimum Stock field and Optimal Stock fields on the Product page
To disable expiration thresholds, remove the value set in the Days before expiration field
to disable receiving all stock alerts, remove the email address in Clinic preferences
Monitoring Stock Levels
The specified email will get notifications when specific thresholds are met, including details about the category or product(s) name, quantities and expiration.
All the thresholds defined for the Stock Alerts are taken into consideration for the predefined filters on the Stock page
All > Shows all active products, regardless of stock level.
In Stock > Active products with stock levels above the Minimum Quantity.
Low Stock > Active products with stock at or below the Minimum Quantity.
Out of Stock > Active products with zero stock available.
Stock to Order > Active products with stock below the Optimum Quantities.
About to Expire > Active products with batches that will expire within the next X days (based on the “Days from Expiration” setting).
Expired > Active products with batches that have already expired.
Best Practices for Using Stock Alerts
Regularly Review Inventory Levels: Periodically check your inventory and adjust stock alert levels as needed to reflect changing usage patterns.
Usage patterns can be determined by monitoring the Stock Movement Report
Coordinate with Suppliers: Use stock alerts to time your orders, ensuring that you maintain a good relationship with suppliers by avoiding last-minute rush orders.
Customize Alerts: Tailor your stock alert thresholds based on:
your ordering patterns (daily, weekly, monthly)
stock turnover rate (how slowly or quickly a product sells)
your available shelf space