Do you need to maintain a minimum stock level for certain items in your warehouse? If so, you can configure the minimum stock quantity directly on the relevant stock cards.

Minimum stock levels can also be monitored using the Make.com platform. More information is available further down in this article.

Each stock card provides an option to specify a so-called minimum stock quantity. You can enter it manually directly in the Minimum Stock field, or import it when creating stock cards with opening balances.

The minimum stock field is located on the Main tab of the stock card.

You can also add the Minimum Stock column to your column selection by right-clicking on the column header and choosing Column Selection.

If you need to track minimum stock levels for your items, enter the values on the respective stock cards. As a reminder, minimum stock quantities can be assigned either manually or by import.

The primary use case is the ability to order up to the minimum stock level, which is available as a service action within purchase orders. Since purchase orders are only available from the Business edition onwards, this feature is likewise available from that edition only.

It is worth noting that ordering to minimum does not happen automatically. However, it can be automated using Integromat, where monitoring minimum stock levels can be set up as one of the scenarios.

To access purchase orders, go to the Purchasing module and select Purchase Orders. From there, click the Services button.

Then select Order to Minimum.

As an example, we will use the previously mentioned item SD, for which we have set a minimum stock of 5 units.

After selecting Order to Minimum in the purchase orders section, the following window will appear.

Since we had 2 units in stock and the minimum stock is 5, Flexi will suggest ordering the remaining 3 units. It always orders the difference between the current stock level and the minimum stock quantity.

Confirming the item selection for ordering form will then create the corresponding purchase order.

If you need more specific handling of the minimum stock value defined on a stock card, you can create a so-called custom query.

Alternatively, you can have a query built to order by us. In that case, we need the most precise specification possible of what the output of the query should be.

It may simply be a specific view of stock levels with minimum stock taken into account, or it may not involve minimum stock at all. In such a case, the custom query can simply be triggered and its output will be a containing the required data.

The use of a custom query in relation to minimum stock is also available within purchase orders. Among the service actions, below Order to Minimum, you will find Order Based on Custom Query Result.

For example, if certain items require special handling of minimum stock, or if you want the order to account for items that have already been ordered but not yet delivered, this can be achieved using a custom query.

An order based on a custom query does not have to be related to minimum stock at all — it provides the flexibility to process data in any way and create a custom query based on those results.

This option allows you to select an existing custom query, process its output, and insert the results into the line items of a purchase order.

The query must have Purchase Orders set as its primary form, and its first four properties (columns) must be of the following types:

The quantity suggested for the final order is the difference between the third and fourth fields.

As an example, we are including a sample order to maximum query — a query that suggests ordering items whose current stock level is lower than the max. stock UoM field.

If you are interested in having a custom query created, please do not hesitate to contact us.