Set Smart Restocking Alerts for Your Products
Running out of stock can mean missed sales and unhappy customers. Officaid helps you avoid this by letting you set a reorder point and reorder quantity for each tracked item. These two settings work together to tell you when to reorder and how much to order.
What Is a Reorder Point
A reorder point is the minimum stock level that signals it is time to place a new order with your supplier. When your stock drops to this number, Officaid alerts you so you can take action before running out.
Think of it as a safety buffer. You set it high enough to cover the time it takes for your supplier to deliver new stock.
For example, Emma runs a stationery shop. She sells about 5 boxes of premium pens per week, and her supplier takes 2 weeks to deliver. She sets her reorder point to 10 boxes, giving her enough stock to last through the delivery period.
How to Calculate Your Reorder Point
A simple way to determine your reorder point:
- Estimate your average sales rate. How many units do you sell per week or per month?
- Estimate your lead time. How long does it take from placing an order to receiving the delivery?
- Multiply the two together. This gives you the minimum stock you need to cover the delivery period.
The formula is:
Reorder Point = Average Sales per Week × Lead Time in Weeks
Using Emma's example:
- She sells 5 boxes per week
- Her supplier delivers in 2 weeks
- Reorder Point = 5 × 2 = 10 boxes
What Is a Reorder Quantity
The reorder quantity is the number of units you plan to order each time you restock. Officaid stores this value on the item as a helpful reference, so you do not need to recalculate it every time you place an order.
Continuing Emma's example, she knows her supplier offers the best price when she orders 20 boxes at a time. She sets her reorder quantity to 20.
How to Decide Your Reorder Quantity
Consider these factors when choosing a reorder quantity:
- Supplier minimums. Does your supplier require a minimum order amount?
- Volume discounts. Is there a price break at a certain quantity?
- Storage capacity. Can you store the quantity you are ordering?
- Sales rate. How long will the order last before you need to reorder again?
A good starting point is to order enough stock to last 4 to 6 weeks beyond your reorder point. You can adjust this over time as you learn your sales patterns.
Where These Values Appear in Officaid
Once set, your reorder point and reorder quantity are visible in two places:
- The Item detail page displays both values below the stock level
- The Edit Item form under Inventory Settings, where you can adjust them at any time
Adjusting Over Time
Reorder points and quantities are not set-and-forget values. Review them periodically, especially when:
- Your sales volume changes (seasonal spikes or a new marketing campaign)
- Your supplier changes their delivery timeline
- You switch to a different supplier with different minimums or pricing
Update the values by editing the item and adjusting the numbers under Inventory Settings.
Frequently Asked Questions
No. You can enable inventory tracking without setting either value. You can always add or adjust them later as your business needs become clearer.
No. Officaid alerts you when stock reaches the reorder point. Placing the actual order with your supplier is a manual step, giving you full control over when and how much you order.
Yes. Each item has its own reorder point and reorder quantity. This lets you tailor restocking to each product's sales rate and lead time.
What's Next?
Now that you understand reorder settings, explore these related guides:
- Setting Up Inventory Tracking for an Item to enable tracking and configure these values
- Managing Stock Movements to record stock received from suppliers
- Linking Vendors to Items to associate suppliers with your products for easier reordering