Warehouse Minimum and Maximum Stock Amounts

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

Note: If you want a user to be able to bypass Min/Max settings you can grant them either the Full Admin or Purchaser II role.

When you navigate to a Warehouse Page, you will see a catalog of all item's current # in Stock for that warehouse. There are also two columns that list each item's preset minimum and maximum stock values within a Warehouse.

PL_Min and Max Values.png

This article will walk you through how this feature works, how to set up these stock values, and how you can use this feature to refill your Warehouse's inventory stock quickly using this feature.

Setting Item Minimum and Maximum Stock Values

Important Note: Before you begin, please read how this can impact your Purchase Order Workflows. What happens when you set a Warehouse Min/Max for an Item?

In PartsManager, you can set a minimum and maximum stock value amount per item for that specific Warehouse.

  • Minimum - This is the minimum stock amount you want for this item in this specific warehouse. If the stock count of this item goes below this value, you should order more of this item.
  • Maximum- This is the maximum stock amount you want for this item in this specific warehouse. If you use the Refill PO button to refill stock, The purchase order will autofill a quantity of this part to meet your maximum stock amount.

Follow these steps to set Warehouse Items Min/Max:

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Next to the relevant warehouse, click the blue ID Number or Warehouse Name to open that specific Warehouse’s Details Page.
  4. Click the Warehouse Items Tab. Here, you can view a catalogue of your Item's Minimum and Maximum Stock Values.
  5. Click the + New button to open the Add Warehouse Item Menu.
    Screen_Shot_2022-09-16_at_1.51.59_PM.png
  6. Select from the Item drop-down list the item you want to set a min/max amount for.
  7. Enter a Minimum Amount. It must be greater than zero.
  8. Enter a Maximum Amount. It must be greater than the minimum amount.
  9. Once done, click Submit.
  10. Repeat these steps as many times as needed for all warehouse items.

 Note: Only one min/max value can exist per item for a warehouse.

Clicking the 3-dot icon under the actions column allows you to edit or delete the min/max amounts.

Edit_Min_Max.png

What happens when you set a Warehouse Min/Max for an Item?

When you set a Warehouse Minimum and Maximum for a specific item, PartsManager will restrict user's order amounts based on your Min/Max settings when adding items to Purchase Orders (not associated with Direct Purchase for Sales Orders) to the selected Warehouse on the PO.

If you want a user to be able to bypass Min/Max settings you can grant them either the Full Admin or Purchaser II role.

Order Quantities on Purchase Orders for item's with set Min/Max will have to meet the following requirements:

  • Order Quantity <= (Item's Maximum Amount #) - (Item's Stock Amount #)
  • Order Quantity >= (Item's Minimum Amount #) - (Item's Stock Amount #)

It will also make Refilling a Warehouse Inventory Stock easier.

Important Note: The min/max errors will not apply to any PO item with an associated Sales Order selected because those items only pass through your Warehouse's inventory stock and will not affect # in Stock.

Example: 

In our Main Warehouse, we have set Minimum Stock = 5 and Maximum Stock = 50 for all Mini-Pleated Filters.

PL_Min Max Example 1.png

Here, we have a Purchase Order with Main Warehouse as the selected Warehouse. We are getting error messages when entering certain quantities of the Mini-Pleated Filters based on our pre-set Min/Max Values for these warehouse items.

PL_Min:Max Example 2.png

  • Error 1 - "1 of 50 in stock. Must be <= 49"
    PL_ Min:Max Error 1.png
    This error is present because the quantity we entered "1" for the 14x20x2 Filter, once received, will still be below the Minimum Stock requirement but also must stay at or below the Maximum Stock requirement. So we must order less than or equal to 49 to get to the maximum and more than or equal to 4 to meet the minimum amount.
    Using our order quantity calculations above:
    • 49 Order Quantity <= (50 Maximum Amount #) - (1 # in Stock)
    • 4 Order Quantity >= (5 Minimum Amount #) - (1 # in Stock)
  • Error 2 - "40 of 50 in stock. Must be <= 10"
    PL_ Error 2.png
    This error is present because the quantity we entered "11" for the 16x20x2 Filter, once received, will be above the Maximum Stock requirement. So we must order less than or equal to 10 to get to the maximum.

    Using our order quantity calculations above:
    • 10 Order Quantity <= (50 Maximum Amount #) - (40 # in Stock)
  • Error 3 - "50 of 50 in stock"
    Screenshot-2023-08-25-at-10-52-30-AM.png
    This error is present because the quantity we entered "5" for the 14x22x2 Filter, once received, will be above the Maximum Stock requirement. In this case we can't order any more because we are at the maximum.

    Using our order quantity calculations above:
    • 0 Order Quantity <= (50 Maximum Amount #) - (50 # in Stock)

 

Refilling a Warehouse's Stock Using Minimum and Maximum Stock Amounts

PartsManager allows you to easily order and restock your warehouse's inventory, based on the Minimum and Maximum Stock Amounts you set.

PL_Refill PO Button.png

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Next to the relevant warehouse, click the blue ID Number or Warehouse Name to open that specific Warehouse’s Details Page.
  4. Check to select or deselect the stock of the items you want to refill.
  5. Click the Refill PO button. This will open a Create Purchase Order Menu, with the relevant Warehouse automatically selected. Also, the items you selected will be on the purchase order. The quantities that autopopulate for these items will be calculated using the following logic:
    • Order Quantity = (Item's Maximum Amount #) -  (Item's Stock Amount #)

    • Example: So say you had a part with a minimum set to 5 and a maximum set to 50. Your actual number in stock for this part is 1. When you go to 'Refill PO' for this part, it will auto-populate on the Purchase Order, because the number in stock for the part is below the minimum. And it will populate a quantity of 49, because 50 - 1 = 49.
      min_max_example.png
  6. Following the normal steps for Receiving Items on a Purchase Order in PartsManager.

 

Transferring Stock Between Warehouses

Click the following link to learn how to Transferring Stock Between Warehouses.

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