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

Minimum stock levels can also be monitored using the Make.com platform. More information can be found below in this article.

Each stock card has the option to specify a so-called minimum stock level. You can enter it manually directly into the Min. stock UoM field, or import it when creating stock cards with opening balances.

The minimum stock level can be found on the stock card immediately upon opening the relevant card.

The minimum stock column can also be added to the column selection by right-clicking on the column header and selecting the Column Selection option.

If you need to track minimum stock levels for items, enter them on the stock cards. As a reminder, the minimum stock level can be assigned either manually or via import.

The main use case is the ability to order up to the minimum stock level, which is available among the services for purchase orders. Since purchase orders are only available from the Business plan onwards, this feature is also only available from that plan.

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

Purchase orders can be accessed using the search bar or from the agenda list.

Once opened, select the option in the agenda footer and choose Order to Minimum.

As an example, we will use the item shown in the screenshot below, for which we have set a minimum stock level of 5 units.

After selecting the Order to Minimum option in purchase orders, a window will appear showing all items below the minimum level, including our item.

Since we had 0 units in stock, 1 unit already on order, and the minimum stock level is 5, Flexi will suggest ordering the remaining 4 units. The system always orders the difference between the current stock level and the minimum stock level.

Clicking the Order button in the bottom-right corner will then create the corresponding purchase order.

Note 1:

The Order to Minimum function does not take reservations into account (i.e., it will not suggest an increased quantity based on reservation values). If an item does not fall below the minimum level by any means other than a reservation, it will not appear in the window at all. If you need reservations to be factored in, you can have a custom query created.

Note 2:

If the quantity to be ordered equals 0, the item will not appear in the form at all. This also occurs when the sum of previously ordered and currently available stock equals or exceeds the minimum stock level specified on the stock card.

If you need more specific handling of the minimum stock level defined on the stock card, you can create a so-called custom query. For general instructions on how to place an order based on a query result, see our guide.

However, you can also have a query custom-built 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 inventory with the minimum stock level 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 table containing the required data.

The use of a custom query in relation to minimum stock is also available within purchase orders. Among the available services, alongside the Order to Minimum option, there is also Order based on custom query result.

For example, if certain items require specific handling of minimum stock levels, or if you want to factor in 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 limited to minimum stock — it offers the flexibility to process data in any way and create a custom query based on that.

This option allows you to select an existing custom query, process its output, and insert it 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 have included an order to maximum query — a query that suggests ordering items whose stock level is lower than the max. stock UoM field.

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