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Smart Inventory Management: Setting Up Inventory Alerts (Web)

Staying on top of your inventory is crucial to preventing stockouts and ensuring smooth operations. The Smart Inventory Management app's Inventory Alert feature empowers you to do just that by letting you set personalized alerts for specific inventory thresholds. With this powerful tool, you can manage inventory across multiple locations, receive timely notifications for low stock, and make informed restocking decisions.

Note: To set inventory alerts for POS operations, install the Smart Inventory Management app from the SHOPLINE App Store.

 

 

Set Inventory Alert Notifications

To receive timely restocking notifications for products with low inventory, set up inventory alerts by following these steps:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management. Install the app if you haven’t already. 
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  2. In the app, go to Settings > Stock alert notification. Then, click Settings in the Alert notification module.
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  3. Set the alert notification for three dimensions: notification range, type, and cycle. Each option is explained below:
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    • Location: Select the location for which you want to set low-inventory notifications (required).
    • Name: Enter the name of the person to be notified (optional).
    • Email: Enter the email of the person receiving notifications (required).
    • Starting time: Choose the time when the stock alert notification becomes effective (required).
    • Repeated cycle: Choose the fixed time each week when the alert notification is sent (required).
       
  4. After configuring all the settings, click Save.
Note: You can choose multiple locations when setting a notification alert, but you can only set up to three alert notifications for each location.

 

Once the settings are completed, you will receive inventory alert emails at the specified notice times.
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Enable Location Inventory Alert

While configuring inventory alert notifications is essential, activating them for specific locations is an additional step required to receive email alerts. To enable location-specific alerts, follow these steps:

  1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management.
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  2. In the app, go to Inventory > Inventory alert. Select the store for which you want to enable the inventory alert, then enable Turn on inventory alert.
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  3. Utilize the inventory filter to choose and display the list of trackable products at that location to further set product inventory alerts.
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Set Product Inventory Alerts

Once the inventory alert is enabled for a store, follow these steps to set inventory alert rules for the products at that location. By default, no products have inventory alerts enabled.

 

Enable Individual Product Inventory Alerts 

  1. In the Smart Inventory Management app, go to Inventory > Inventory alert, and click Settings on the right side of the desired product.
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  2. Toggle on the Turn on inventory alert button and set the alert values by choosing between Fixed alert value and Dynamic alert value.
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    • Fixed alert value: Set a fixed minimum and maximum inventory alert value for the selected product.
    • Dynamic alert value: Fill in the longest/shortest number of days you want the product to be available for sale. SHOPLINE calculates the dynamic minimum and maximum alert values based on the average daily sales volume of the product over the past 15 days, providing more flexible inventory management.
       
  3. After setting up the alert values, click Confirm.
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Set Bulk Product Inventory Alerts

If you need to set inventory alerts for a large number of products at once, use bulk operations.

  1. In the Smart Inventory Management app, go to Inventory > Inventory alert.
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  2. To enable bulk inventory alerts, select the products for which you want to enable the inventory alert, and click the Enable alert button.
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  3. Configure the inventory alert values for the selected products. The method used to set products with the same inventory alert values is different from those with various values. Choose the method to set alert values based on your needs.
  •  

    • Products with the same alert values: 
      1. Select the required products and click Set alert. Apply filters for product selection if necessary.
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      2. Choose between setting a Fixed alert value and Dynamic alert value, then enter the corresponding minimum and maximum quantity or day values.
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      3. After setting up the alert values, click Confirm.
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      Note: For a set inventory threshold, use Fixed alert value to establish minimum and maximum levels. For more adaptable inventory management, opt for Dynamic alert value, letting SHOPLINE calculate thresholds based on the average daily sales volume over the past 15 days.
  •  
    • Products with various inventory alert values: 
      1. To deal with products with various alert values, export the product data for bulk settings. Select the required products and click Export. Apply filters for product selection if necessary.
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      2. Choose to export all products or the filtered products, then click Export.
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      3. Fill in the maximum and minimum alert values for each product in the sheet.


      4. Click Import, upload the file, and click Upload and import to complete the settings of the inventory alert values.
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Inventory Alert Notification Status

You can view the alert status of each product by going to Inventory > Inventory alert > Alert status in the Smart Inventory Management app. Each status is explained below:
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  • Low inventory: Current inventory ≤ Minimum inventory
  • High inventory: Current inventory ≥ Maximum inventory
  • Normal: Minimum inventory < Current inventory < Maximum inventory

 

 

Add Products to the Purchase List

If a product's inventory is reaching a low threshold, you can readily add it to your purchase list directly from the inventory alert page.

  1. In the Smart Inventory Management app, go to Inventory > Inventory alert. Utilize the search and filter features if needed.  
  2. Locate the product you want to add to the purchase list and click Restock on the right side of the product requiring restocking to add it to your purchase list.
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  3. After adding all the products requiring restocking, click the Purchase list button next to your store’s name, then click Save. The purchase list will be quickly applied when you create a purchase order next time.
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Note: For details about creating purchase orders, refer to Smart Inventory Management - Purchase Management.