Replenish stock

Turn current stock shortages into a clear purchasing worklist without losing the basis of each recommendation.

6 stages · 0 approvals

Roles and responsibilities

Inventory Manager Buyer System 1 Set the stockedrange Draft → PendingApproval 2 Evaluateavailability Draft → Received 3 Calculate theproposal Draft → PendingApproval 4 Review the worklist Draft → Received shortage episode · system 5 Follow uppurchasing Draft → PendingApproval 6 Reassess theshortage Draft → PendingApproval
  1. Step 1Set the stocked range
    Out of Stock
    ProductWarehouseQuantity On HandQuantity Allocated
  2. Step 2Evaluate availability
    On-Hand by Warehouse
    ProductWarehouseBinLot Number
  3. Step 4Review the worklist
    Out of Stock
    ProductWarehouseQuantity On HandQuantity Allocated
Red diamonds require approval.Rows show responsibility for each step.Dashed lines are records the system creates.

Process steps

Follow the process from start to finish. Select a step to see who acts and what changes.

Set the stocked range

Inventory Manager prepares the product-site assortment and replenishment parameters through controlled master changes. Independent Admin activation happens through the configuration workflow before those settings can be used. Configured products remain in the population even before their first receipt or when their current stock is zero.

Responsible
Inventory Manager
Status
Draft → PendingApproval
Records
StockSummariesReorderRulesMasterChanges
Effect
Prepare reviewed product-site replenishment settings

Evaluate availability

Inventory Manager reviews the current product-site projection and its cutoff. Eligible owned availability reflects active claims, stock status, expiry and locks. Inbound transit and third-party custody are shown separately. An expected arrival does not satisfy the current-stock trigger, and a stale feed is not a fresh promise of supply.

Responsible
Inventory Manager
Status
Draft → Received
Records
InventoryReservationsStockSummaries
Effect
Establish current eligible supply

Calculate the proposal

Inventory Manager reviews the suggestion from the effective rule, with product fallback where configured. Fixed reorder uses its order quantity; min/max proposes the gap to its target. A positive proposal respects the supplier minimum and rounds upward to the order multiple. Missing required parameters remain unconfigured rather than generating an invented quantity.

Responsible
Inventory Manager
Status
Draft → PendingApproval
Records
ReorderRulesProductsInventoryPolicies
Effect
Explain the suggested stocking quantity

Review the worklist

Buyer checks Low Stock and Out of Stock with available quantity, supplier, lead-time basis and suggested quantity. Equality at the configured reorder point triggers the shortage episode. Manual rules leave the purchasing choice to the responsible person, and unknown lead time remains visibly unresolved.

Responsible
Buyer
Status
Draft → Received
Records
StockSummariesReorderAlertsSuppliers
Effect
Review shortages and purchasing context

Follow up purchasing

Buyer acknowledges the alert, reviews existing external purchasing work and records the relevant external reference. Supplier contact, ordering authority and commercial approval belong to that purchasing process. A reference or acknowledgment does not add stock, reserve an arrival date or close the underlying shortage.

Responsible
Buyer
Status
Draft → PendingApproval
Records
ReorderAlertsIntegrationEvents
Effect
Record external follow-up without creating stock

Reassess the shortage

Buyer follows the same ongoing episode as quantities and conditions change. Notifications use the approved reminder interval and actual delivery evidence. Recovery above the threshold resolves the episode; a later shortage opens a new one. Subsequent receipt follows the separate physical receiving process.

Responsible
Buyer
Status
Draft → PendingApproval
Records
ReorderAlertsStockSnapshotsIntegrationEvents
Effect
Retain one episode until actual recovery
Approvals and exception handling

0 approvals required in this process

  • The stocked product-site population includes zeroNever-received stock, so an absent inventory row cannot hide a shortage.
  • Available quantity has one disclosed treatment of reservations, expiry, holds, ownership, locks and transit across the worklist and feeds.
  • Rule overridesProduct fallback, units, minimums and rounding retain their reviewed basis; a current supplier currency does not alter inventory valuation.
  • One open shortage episode is reused through acknowledgmentReminders. Repeated evaluations do not create duplicate buying requests.
  • Procurement approvalsSupplier contracts, demand forecasting and production planning remain outside this inventory workflow.
  • Source messages retain their identity and content evidenceA delivery acknowledgment is not proof that the warehouse received goods.
  • Historical snapshots disclose coverageCutoff for stockout analysis; internal relocations do not create consumption or reset the demand clock.

When the process needs attention

  • shortage Review the worklist

    Equality at the configured reorder point triggers the shortage episode.

  • shortage Follow up purchasing

    A reference or acknowledgment does not add stock, reserve an arrival date or close the underlying shortage.

  • shortage Reassess the shortage

    Recovery above the threshold resolves the episode; a later shortage opens a new one.

Records and postings

StageRecordsEffect
1 Set the stocked range StockSummariesReorderRulesMasterChanges Prepare reviewed product-site replenishment settings
2 Evaluate availability InventoryReservationsStockSummaries Establish current eligible supply
3 Calculate the proposal ReorderRulesProductsInventoryPolicies Explain the suggested stocking quantity
4 Review the worklist StockSummariesReorderAlertsSuppliers Review shortages and purchasing context
5 Follow up purchasing ReorderAlertsIntegrationEvents Record external follow-up without creating stock
6 Reassess the shortage ReorderAlertsStockSnapshotsIntegrationEvents Retain one episode until actual recovery
Data model →

Process reports

All reports

Inventory Valuation

Frozen StockSnapshots reconcile exact remaining owned CostLayers by Product, Category, Warehouse and cost method in the installation valuation currency. Include picked/held/damaged owned stock and source-carried in-transit stock once; third-party custody is a separate non-owned quantity disclosure. Unknown costs block a final snapshot. AccountingExports sends only unaccepted event deltas; the closing value is a control balance, never another full-value journal.

Stockout Report

Stocked active product/warehouse days at the declared local end-of-day cutoff with eligible QuantityAvailable at or below zero divided by all completely observed stocked active product/warehouse days. Never-received products participate through StockSummaries. Missing daily snapshots are reported as incomplete coverage and excluded from both numerator and denominator, not treated as in-stock days. It measures sampled daily availability, not continuous intraday service level.

Expiry Report

Exact remaining lot/serial positions and layer values as of cutoff, split by owner/status and disjoint days-to-expiry buckets: expired, 0–7, 8–30, 31–90 and over90; no-expiry/unknown-expiry positions remain separately visible. Use the warehouse-local expiry cutoff; same-day expiration policy is explicit. Returns and later receipts preserve established expiry. Value at risk includes only owned stock; alerts and FEFO guidance do not prove a markdown, sale or quality disposition.

Inventory Turns & DOH

Net carrying cost of effective SalesPick and InternalUsage final issues in the selected interval divided by the time-weighted owned inventory value over that same interval; simple internal movements, supplier returns, samples, scrap and adjustments are excluded from consumption and disclosed separately. DOH is interval days divided by turns. Customer returns reduce eligible consumption through linked original costs. Zero/nonpositive denominator or incomplete cutoff coverage is unavailable, never infinity or a manufactured zero. Category rollups sum compatible currency numerators and denominators before dividing.

Run by an agent

Agent support

An assistant cannot bypass a required human review, a current count lock, a valid demand claim or actual physical evidence. It cannot turn an incoming order message into a dispatch, a warehouse label into ownership, or a provider acknowledgment into accounting acceptance. Eligible automatic corrections require the independently activated policy and every stated condition; they do not inherit invented human approval from the assistant.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › replenish stock · set the stocked range on StockSummaries, ReorderRules, MasterChanges ✓ Inventory Manager prepares the product-site assortment and replenishment parameters through controlled master changes. › replenish stock · evaluate availability on Inventory, Reservations, StockSummaries ✓ Inventory Manager reviews the current product-site projection and its cutoff. › replenish stock · calculate the proposal on ReorderRules, Products, InventoryPolicies ✓ Inventory Manager reviews the suggestion from the effective rule, with product fallback where configured. › replenish stock · review the worklist on StockSummaries, ReorderAlerts, Suppliers ✓ Buyer checks Low Stock and Out of Stock with available quantity, supplier, lead-time basis and suggested quantity. › replenish stock · follow up purchasing on ReorderAlerts, IntegrationEvents ✓ Buyer acknowledges the alert, reviews existing external purchasing work and records the relevant external reference. › replenish stock · reassess the shortage on ReorderAlerts, StockSnapshots, IntegrationEvents ✓ Buyer follows the same ongoing episode as quantities and conditions change.

Other processes

4 more

Issue and return stock

Claim eligible stock, record actual issue and resolve returns against source goods and reviewed value.

7 stages · 2 approvals

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