Automating Material Requests

Automating Material Requests

Overview

iVendNext prevents stockouts and overstocking with automated MRs based on reorder levels. This guide explains how to configure reorder levels, automate procurement, and prevent stockouts efficiently.



1. Why Automate Material Requests?

Manual stock monitoring is time-consuming and prone to errors. Automating MRs offers:
✔ Prevents Stockouts – Alerts when inventory falls below safety levels.
✔ Saves Time – Eliminates manual purchase requests.
✔ Improves Accuracy – Reduces human errors in calculations.
✔ Optimizes Inventory – Maintains ideal stock levels without excess.



2. Understanding Reorder Levels in iVendNext

Key Terms

  • Reorder Level: Minimum stock threshold triggering an MR.

  • Reorder Quantity: Amount to reorder when stock hits the reorder level.

  • Warehouse-Wise Levels: Set different reorder rules per warehouse.


How It Works

When stock ≤ Reorder Level → System auto-generates a Material Request for the Reorder Quantity.



3. Step-by-Step Setup of Reorder Levels

Step 1: Enable Auto-Creation of MRs

  1. Go to Stock > Setup > Stock Settings.

  2. Enable "Auto-create Material Requests for Reorder".

  3. Save.



Step 2: Define Reorder Levels in Item Master

  1. Open the Item Master (Home > Stock > Items).

  2. Select an item and navigate to the "Reorder" section.

  3. Enter:

    • Reorder Level (e.g., 50 units)

    • Reorder Quantity (e.g., 100 units)

    • Warehouse-wise Levels (if applicable)

  4. Set MR Purpose: Choose Purchase or Transfer (if sourcing from another warehouse).

  5. Save.


Step 3: Configure Alerts for Purchase Managers

  • Ensure Purchase Managers receive email notifications for auto-created MRs.

  • Alerts include:

    • Item details

    • Reorder quantity

    • Suggested supplier (if linked)



4. Testing and Troubleshooting

Test the Automation

  1. Reduce stock manually below the reorder level.

  2. Check Material Request List for auto-generated MRs.


Common Errors & Fixes

Here’s a quick look at some common issues you might run into.


Error

Solution

"Fiscal Year not found"

Verify fiscal year settings in Accounts > Fiscal Year.

"No default supplier set"

Link a supplier in the Item Master.

"Warehouse not specified"

Assign warehouses in Item Reorder settings.



5. Advanced: Dynamic Reorder Rules

For businesses with fluctuating demand:

  • Seasonal Adjustments: Temporarily increase reorder levels for peak seasons.

  • Bulk Imports: Update reorder levels via CSV for multiple items.

  • Project-Based Procurement: Link MRs to Production Plans or Sales Orders.



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