07. Reorder Inventory Actions

The Reorder Inventory report flags the products that have fallen to or below their reorder point. From that same report you can act on the flagged items straight away: raise purchase orders to buy more stock, or move stock between your own locations with a stock transfer — without retyping the products by hand.

This article explains the two actions available from the report — Create Purchase Order and the stock transfer — walks through each multi-step flow, and lists the rules Qoblex enforces before it lets you create the order or transfer. For the report itself (its columns, filters, and how the reorder figures are worked out), see Reorder inventory report.

Where the actions live

Open Reporting > Inventory and select the Reorder Inventory tab. The actions are only available on the Reorder Inventory report — other inventory reports do not show them.

Select one or more rows using the checkboxes, then open the Reorder Actions button at the top of the report. It offers two choices:

• Create Purchase Order — opens the purchase drawer to buy stock from suppliers.
• Create new transfer — opens the transfer window to move stock between your locations.

You must select at least one row first. If you open an action with nothing selected, Qoblex shows Select at least one item to proceed with this action ! and does not open the window.

Closing the purchase drawer or the transfer window clears your row selection in the report. Re-select the rows if you want to start the action again.

Reporting is permission-gated. The Reorder Inventory report — and therefore these actions — is only visible to users whose role grants the inventory reporting permission; users without it do not see the Reporting area in the sidebar.

Create a purchase order

The purchase flow is a two-step drawer: Pick Suppliers, then Create Purchases. Qoblex groups your selected items by supplier and creates one purchase order per supplier.

Step 1 — Pick suppliers

1. Select the rows to reorder, then choose Reorder Actions > Create Purchase Order.
2. The drawer opens on Pick Suppliers. For each selected product variant, Qoblex lists the suppliers it knows for that variant in a table showing the supplier name, Purchase Price, MOQ (minimum order quantity), MOV (minimum order value), and Lead Time. The supplier marked as the default carries a green check.
3. Pick one supplier per variant using the row selector (one supplier per variant).
4. To set suppliers in bulk instead of one at a time, open Quick Bulk Action and choose one of: – Set default suppliers — picks each variant’s default supplier. – Set suppliers with least cost — picks the supplier with the lowest purchase price. – set suppliers with quickest delivery — picks the supplier with the shortest lead time.
5. Select Next to move to Create Purchases.

If none of your selected variants have a saved supplier, Qoblex shows No suppliers found for selected variants. go directly to second step and create your purchase orders. Select Next and choose the supplier for each order manually in the next step.

If Qoblex cannot load the supplier list, it shows Error has occured while loading variant suppliers. You can still continue to the next step and pick suppliers there.

Step 2 — Create purchases

The second step shows one card per purchase order Qoblex is about to create — one per supplier you picked. Variants without a chosen supplier are grouped together so you can still set a supplier for them here.

1. For each order card, choose the Receiving Location — the location that will receive the stock.
2. Confirm or choose the Supplier.
3. If the supplier already has open purchase orders, a Merge with exisitng PO picker appears. Leave it on Create As New Purchase Order to raise a new order, or pick an existing open order (Merge with PO# ) to add these lines to that order instead.
4. Review the line items. Each line shows the product, Sku, Purchase Price, and Quantity, and the table footer shows the totalled quantity and value. Where a supplier-specific price, minimum order quantity, or supplier SKU is on file, Qoblex fills the line from it. Edit the purchase price or quantity inline, or remove a line with the red button.
5. To set quantities automatically, first choose the receiving location, then select Fill to minimum or Fill to maximum (see below).
6. Select Create. Qoblex creates every order at once. On success it shows Purchase orders created successfully, each card gains a View Purchase # link, and a View created purchases button appears to open your purchases list.

Fill to minimum and Fill to maximum set each line’s quantity to bring stock back up to your minimum (or maximum) levels. Qoblex adds up the shortfall across all of your locations, not just the receiving location — as the on-screen tooltip notes, the fill is based on every location’s available quantity and its minimum and maximum levels. Choose a receiving location first; if it is missing, Qoblex shows Make sure to pick a location first.

What gets created

Each purchase order is created as a draft purchase against the chosen supplier and receiving location, with one line per variant (quantity, unit purchase price, and no discount). Merging into an existing open order adds the lines to that order instead of raising a new one. Creating the orders does not receive the stock — the goods still need to be received on the purchase order as usual.

Purchase order rules

Before it creates an order, Qoblex requires, for every order card:

• A Receiving Location.
• A Supplier.
• At least one line item.
• A positive Quantity on each line.
• A Purchase Price of zero or more on each line.

Two supplier-specific rules also apply:

• Minimum order quantity (MOQ). If the chosen supplier sets an MOQ for a variant, the line quantity must be at least that. Otherwise Qoblex shows Min. Qty should be on the line.
• Minimum order value (MOV). If the chosen supplier sets an MOV and the order’s total value is below it, Qoblex warns on that order card with Minimum order value per this supplier must be . Raise the quantities or prices to reach the minimum.

If Qoblex cannot load the supplier’s open purchase orders, it shows An error has occured while loading open purchases. and the Merge with exisitng PO picker will not be offered. You can still create a new order as long as the supplier, location, quantity, and price fields are valid.

Create a stock transfer

Use a transfer to move stock you already own from one of your locations to another — for example, topping up a low location from one that has spare stock. Choose Reorder Actions > Create new transfer to open the Create Stock Transfer window with your selected items pre-loaded.

1. Choose the Source Location — where the stock moves from.
2. Choose the Destination Location — where the stock moves to.
3. Review the line items. Each line shows the product, Sku, Available at origin, Available at destination, the editable Quantity to move, and After transfer (the destination’s projected stock once the transfer is done). Qoblex recalculates the available figures and the after-transfer figure whenever you change the locations or a quantity.
4. Enter the quantity to transfer on each line, or use Fill to minimum / Fill to maximum (see below). Remove any line you do not want with the red button.
5. Select Create. On success a View Transfer button appears; selecting it opens the new transfer in a new browser tab.

Fill to minimum and Fill to maximum top the destination up to its minimum (or maximum) level for each line, but never more than the source location actually has available. Choose both the source and destination locations first; if either is missing, Qoblex shows Make sure to select both locations first.

Stock-availability warnings

If a selected line has no available stock at the source location, Qoblex flags that line with doesn’t have enough quantity to transfer from origin location. and shows a window-level warning One or many products don’t have enough quantity to transfer from origin. Remove those lines, pick a source location that holds the stock, or reduce the quantities.

What gets created

The transfer is created with the chosen source and destination locations and one line per variant with its quantity. The transfer still needs to be progressed (sent and received) in the Stock Transfers area as usual.

Transfer rules

Before it creates a transfer, Qoblex requires:

• A Source Location.
• A Destination Location.
• At least one line item.
• A positive Quantity on each line.

Troubleshooting