Set up automatic replenishment

Prerequisites: Items exist in inventory, with purchase information (Vendor, Order Code, Purchase Price) or service information (Service Vendor, Service Order Code, Service Price) set on each. At least one storage location is available.

Required permission: Inventory → Stock Rules — User or above for stock rules; Admin Center access (organization owner or a member of the <org-name>-admins group) for the scheduler; Purchase → Purchase Orders — User or above to send and confirm the drafts. The scheduler creates each draft order in the name of the warehouse’s Administrator, so only that user or an Admin on Purchase Orders can send it.

Automatic replenishment removes the need to manually monitor stock levels. The Inventory Scheduler reads every stock rule and, when quantity crosses the rule’s threshold, drafts the purchase order, transfer, or scrap list needed to fix it — you still review and confirm what it drafts. There’s no separate “Purchase Request” step in between; the scheduler creates draft Purchase Orders (or Service Orders) directly.

Step 1 — Create stock rules

A stock rule pairs one item, in one condition, with one storage location, and sets the quantity boundaries for it.

1. Inventory → Stock Rules → + Create.
2. Select the Item.
3. Select the Item Condition — Brand new, Refurbished, Unused, Used, For service, or For scrap. This determines what the scheduler does when the threshold is crossed (see below) — note that a Used rule is never evaluated by the purchase branch, and which of Brand new/Refurbished/Unused actually triggers depends on the organization’s Purchase Order Rule preference.
4. Select the Storage Location. A given item can’t have two rules pointing at the same location.
5. Set Threshold Quantity (the trigger point) and Max Capacity (the target level after replenishment). Max Capacity must be greater than or equal to Threshold Quantity.
6. Click Create.

Repeat for each item and condition you want to replenish automatically. There’s no Vendor, Active, or Reorder Quantity field on the rule itself — every rule is always evaluated, and the vendor/pricing used comes from the item (its default Vendor/Order Code/Purchase Price for purchase-type conditions, or Service Vendor/Service Order Code/Service Price for For service), not from the rule. See Add a Vendor — Set a vendor as the default on an item.

Step 2 — What each condition does when triggered

Brand new/Refurbished/Unused rules pull from a parent warehouse’s surplus first via a Transfer, then draft a Purchase Order for any remaining shortfall; For service rules consolidate stock toward the root warehouse or draft a Service Order; For scrap rules add the item to a draft Scrap List; a Used or Unspecified rule triggers nothing. See the full trigger/result breakdown, including the Purchase Order Rule preference dependency, in the Stock Rules Reference.

Step 3 — Verify the scheduler is active

1. At the bottom of the sidebar, click your organization name → Manage Organizations.
2. Click your organization’s name in the list. The Preferences tab opens by default.
3. In the Inventory Preferences section, confirm the Inventory Scheduler interval is set to Daily, Weekly, or Monthly (Off disables it).
4. To run it immediately instead of waiting for the schedule, click Run next to the interval.

Step 4 — Review what the scheduler drafted

1. Purchase → Purchase Orders — draft purchase orders and service orders the scheduler created appear here, one per vendor/warehouse combination, with items grouped onto the same draft order rather than creating a new one each run.
2. Review the quantities and lines, adjust if needed, then Send and Confirm Order as usual — see Create a purchase order.

Troubleshooting

No draft orders are appearing:

• Confirm the scheduler has run recently, and that the organization has an active subscription, at least one item, and at least one stock rule — the scheduler skips organizations missing any of those.
• Check that the forecast quantity at the rule’s storage location (on hand − outgoing + incoming) has actually dropped to the Threshold Quantity or below — stock already on order counts toward it.
• For a For service rule, confirm the item has a Service Vendor set — without one, the scheduler logs a warning instead of drafting anything.

Drafts are created but for the wrong quantity:

• The scheduler orders up to Max Capacity minus what’s already on hand or incoming, then rounds down to the item’s purchase (or service) multiple-quantity setting, so a shortfall smaller than one multiple isn’t ordered until it grows to a full multiple. Review Threshold Quantity and Max Capacity on the stock rule and the item’s own quantity settings.

The scheduler errors instead of drafting anything, in a warehouse hierarchy more than two levels deep: For a Brand new/Refurbished/Unused rule, the scheduler tries pulling stock down from an ancestor warehouse via a Transfer before it drafts a Purchase Order. That pull currently only works reliably when a warehouse has a single ancestor (a simple leaf → root hierarchy) — with three or more warehouse levels, the pull step can fail outright rather than falling back to a purchase. If you use a multi-level warehouse hierarchy and see this happen, keep the affected item’s stock rule at the top-level (root) warehouse for now, where no ancestor pull is needed.

Related articles

• Add a vendor
• Create a purchase order
• Create a purchase order in a foreign currency
• Process a purchase receipt
• Receive goods into storage