Articles on: Purchase Orders

Inventory Replenishment Workflow – Detailed Guide

Inventory Replenishment Workflow – Step-by-Step Guide


This guide walks you through the complete process of using Assisty's Replenishment Center to manage stock reordering—from initial setup to receiving inventory.



Table of Contents


  1. Step 1: Set Up Inventory Forecast Settings
  2. Step 2: Configure Reorder Parameters
  3. Step 3: Review the Buying Table
  4. Step 4: Set Up Suppliers
  5. Step 5: Create Purchase Order & Receive Inventory
  1. Tips for Effective Use
  2. Common Questions



Objective


Ensure you always have the right products in stock at the right time by using AI-driven reorder suggestions and managing your buying process from planning to delivery.



Step-by-Step Workflow


Step 1: Set Up Inventory Forecast Settings


Configure how Assisty predicts future demand for your products.


What it does:

  • Forecasts future sales based on historical data
  • Calculates recommended reorder quantities
  • Powers AI-driven suggestions in the Buying Table


How to configure:


  1. Navigate to Adjust Settings > Inventory Forecasting


  1. Choose your Forecasting Methodology:
  • Simple Average Moving - Best for most businesses getting started
  • Computing Model - Advanced option for seasonal products
  • Smart Model (AI) - Premium AI-powered forecasting


  1. Click Save Settings


Pro Tip: Start with "Simple Average Moving" if you're unsure. You can upgrade to more advanced models later as your needs grow.



inventory forecast settings



Step 2: Configure Reorder Parameters


Set the rules that determine when and how much to reorder for your products.


What it does:

  • Controls when products trigger reorder alerts
  • Calculates recommended order quantities
  • Accounts for supplier lead times and safety stock needs


How to configure:


Assisty uses a 3-level hierarchy for reorder parameters:


1. Global Settings (Recommended starting point)

  1. Go to Adjust Settings > Reorder Parameters
  2. You'll see three tabs - click on "Global Settings"
  3. Configure these parameters:
  • Lead Time - Days between ordering and receiving stock (e.g., 14 days)
  • Order Cycle - How often you review inventory for reordering (e.g., 7 days)
  • Safety Stock Coverage - Extra buffer days to prevent stockouts (e.g., 5 days)
  1. Click "Update Global Defaults"


These defaults apply to all products automatically.


2. Supplier Settings (Optional)

  1. Click the "Supplier Settings" tab
  2. Edit parameters for specific suppliers by clicking on any cell
  3. These override global settings for all products from that supplier


3. Product Settings (Optional)

  1. Click the "Product Settings" tab
  2. Use filters to find specific products
  3. Click "Bulk Update Params" to update multiple products at once
  4. These override both global and supplier settings



reorder params configure


Pro Tip: Start by setting Global Settings only. Add supplier or product-specific settings later as you identify items that need special handling.



Step 3: Review the Buying Table


The Buying Table shows AI-powered recommendations for what products to reorder.


What you'll see:

  • Products that need reordering
  • Current stock and incoming inventory
  • AI-suggested order quantities
  • Days remaining until stockout
  • Reorder dates and coverage periods


How to use:


  1. Navigate to Create Purchase Orders > Buying Table


  1. Apply filters (optional):
  • Location: Select which warehouse/location to view
  • Supplier: Filter by specific vendor
  • Product Filter: Advanced filtering by category, tags, SKU, etc.
  • Date Range: Adjust the sales history period used for calculations
  • Show Need Reorder Now Only: Toggle (on by default) to show only urgent items that need ordering now


  1. Review recommendations:


For each product, you'll see:

  • Stock: Current inventory quantity
  • Days left: How many days until stockout (color-coded: red = urgent, yellow = soon, green = healthy)
  • Incoming: Quantity already on order
  • Suggested Quantity: AI recommendation with reorder date


Hover over suggested quantity to see:

  • Current stock and daily sales rate
  • When to order by
  • How many days of coverage this order provides
  • Impact calculation after reorder


  1. Select products to order:
  • Check the boxes next to products you want to order
  • Selection counter shows in the floating toolbar at top


  1. Sort to prioritize (optional):
  • Click column headers to sort
  • Sort by "Days Remaining" to see most urgent items first
  • Sort by "Suggested Quantity" to see largest orders


  1. Apply suggested quantities in bulk (optional):
  • Press Ctrl+Enter (or Cmd+Enter on Mac) to apply all AI-recommended quantities to selected products at once



buying table


Pro Tip: Click on any product row to see a detailed timeline view showing projected stockouts and coverage.



Step 4: Set Up Suppliers


Manage your supplier database with contact information and ordering constraints.


What you can configure:

  • Basic supplier contact details
  • Lead times and reorder cycles
  • Minimum/maximum order values
  • Quantity constraints per order
  • Default currency (for international suppliers)
  • Default tax type (auto-applied to all PO items)


How to manage suppliers:


  1. Navigate to Create Purchase Orders > Supplier Management


  1. To create a new supplier:
  • Click Create Supplier
  • Fill in the required fields:
    • Supplier Name (required)
    • Contact Email (required)
    • Contact Phone
    • Address
    • Lead Time - Days between ordering and receiving
    • Reorder Cycle - How often you typically order
  • Set order constraints (optional):
    • Minimum Order Value - Smallest total PO value allowed
    • Maximum Order Value - Largest total PO value allowed
    • Order Quantity Scope - Apply limits per Product or per Variant
    • Minimum Order Quantity - Smallest quantity per item
    • Maximum Order Quantity - Largest quantity per item
  • Set financial defaults (optional):
    • Default Currency - Supplier's currency (e.g., GBP, EUR) for multi-currency POs
    • Default Tax Type - Tax type auto-applied to all items on POs for this supplier
  • Click Save Changes


  1. To edit an existing supplier:
  • Click on the supplier name in the list
  • Click Edit in the Settings tab
  • Update any information
  • Click Save Changes


  1. To import suppliers in bulk:
  • Click Import Suppliers dropdown
  • Choose import method:
    • From CSV File - Upload a spreadsheet
    • From Shopify Vendors - Sync existing Shopify vendor data
    • From Shopify Metafields - Import from product metafields


Quick Actions from Supplier Page:

  • Setup Reorder Parameters - Configure inventory settings for all products from this supplier
  • Create Purchase Order - Start a new PO for this supplier


Pro Tip: Set lead times accurately at the supplier level. This automatically applies to all products from that supplier and improves reorder recommendations.



set up suppliers



Step 5: Create Purchase Order & Receive Inventory


The final step: create the PO, send it to your supplier, and receive the inventory when it arrives.


5A. Create the Purchase Order


  1. In the Buying Table, select products by checking the boxes
  2. Click Create Purchase Order in the floating toolbar
  3. In the dialog that opens:
  • Select Delivery Location - Choose which warehouse will receive the stock
  • Products are automatically grouped by supplier
  • Each supplier group shows Unit Cost and Total columns
  • Foreign-currency suppliers display a currency chip (e.g., "GBP") next to their name, and amounts are formatted in the supplier's currency
  • Review quantities (you can still adjust them)
  1. Click Create PO for each supplier group
  2. Click View PO to see the created purchase order



Note: Each supplier gets a separate PO automatically. If you selected products from 3 suppliers, you'll create 3 separate POs.


5B. Review and Send the PO


  1. Navigate to Create Purchase Orders > Check Existing Orders
  2. Find your PO (it starts in "Draft" status)
  3. Click on the PO to open details
  4. Review the items and totals. The PO detail page includes:
  • Bill To & Ship To addresses (editable, or defaults from Shopify)
  • Order Summary — subtotal, tax, shipping, discount, adjustment, grand total
  • Landed cost and margin columns (enable in Settings > Purchase Orders > Line Item Columns)
  • Column customization — choose which columns to show via settings
  1. Confirm the PO by clicking Confirm button (changes status from Draft to Confirmed)
  2. Send to supplier:
  • Click Send PO to email directly to supplier — the PDF includes supplier info, Bill To, Ship To, and items grouped by product
  • Click Export for Excel, CSV, or PDF download
  • Click Print to print with or without prices



Purchase order detail


5C. Receive Inventory


When products arrive from your supplier:


  1. Open the PO from Create Purchase Orders > Check Existing Orders
  2. Click Receive Items button
  3. In the receive dialog:
  • Search for specific items if needed
  • Fill Outstanding to auto-populate all remaining quantities
  • Manually enter quantities received for each item
  • Add unit costs (optional)
  • Add delivery note number and any notes
  1. Click Receive Items
  2. System automatically:
  • Updates stock levels in Shopify immediately
  • Changes PO status to "Partial Received" or "Received"
  • Updates the Buying Table with new stock levels



Receive items in PO


Important Notes:

  • Partial receiving: You can receive items in multiple shipments - the PO stays open until all items are received
  • Over-receiving: System warns if you try to receive more than ordered
  • Visual progress: Each item shows a progress bar (Total ordered → Received → Remaining)


5D. Return Items to Supplier


If you need to send items back to the supplier (damaged goods, wrong items, quality issues, or over-shipment), use the Return Items feature.


When can you return items?

  • When the PO status is Partial Received, Received, or Completed
  • Only items that have been received can be returned
  • The Return Items button appears automatically when returnable items exist


How to return items:


  1. Open the PO from Create Purchase Orders > Check Existing Orders
  2. Click the Return Items button (orange)
  3. In the return dialog:
  • Each item shows Received Qty, Already Returned, and Available to Return
  • Enter the Return Quantity for each item you want to return (cannot exceed available)
  • Use the search bar to find specific items in large POs
  1. Fill in the Additional Information section:
  • Reason for Return — describe why the items are being returned (optional but recommended)
  • Notes — any additional details for your records (optional)
  1. A Return Summary shows the total items, total units, and total value being returned
  2. Click Review Return to see a confirmation screen
  3. On the confirmation screen, review:
  • Items being returned with quantities
  • Shopify inventory will be automatically decreased (no checkbox — this always happens)
  • Reason and notes
  1. Click Confirm & Return to process



What happens after confirming a return:

  • Received quantities are reduced for the returned items
  • Shopify inventory is automatically decreased by the returned amount
  • A return record is created in the Transaction History with:
  • Return date, reason, and notes
  • Who processed the return
  • Shopify sync status for each item
  • The PO status may change:
  • If any item now has received qty < ordered qty → Partial Received
  • Otherwise → status stays the same


If Shopify sync fails:

  • The return is still recorded in the system
  • A Retry Sync button appears in the Transaction History
  • Click it to retry sending the inventory adjustment to Shopify
  • Sync status shows per item: synced, failed, or partial


Important notes about returns:

  • You can make multiple returns on the same PO
  • Each return creates a separate record in Transaction History
  • Returns cannot exceed received quantity — the system validates this automatically
  • Returning items from a Completed PO is allowed (useful for post-delivery quality issues)
  • Returns are permanent — to undo a return, you would need to receive the items again



Tips for Effective Use


Initial Setup (One-time)

  1. ✅ Configure inventory forecast settings
  2. ✅ Set default reorder parameters
  3. ✅ Add all your suppliers
  4. ✅ Review and adjust product-specific settings for high-priority items


Weekly Routine

  1. Monday: Review Buying Table for items needing reorder
  2. Tuesday: Create and send purchase orders
  3. Throughout week: Receive inventory as deliveries arrive
  4. Friday: Check PO dashboard for upcoming deliveries next week


Monthly Review

  • Check forecast accuracy and adjust settings if needed
  • Update supplier lead times based on recent performance
  • Review reorder parameters for seasonal items
  • Optimize safety stock levels based on stockout history


Advanced Tips

  • Set reorder rules at supplier level: If most products from a supplier share the same lead time and MOQ, configure at supplier level to save time
  • Use product tags: Tag high-velocity SKUs or seasonal items for quick filtering in Buying Table
  • Review forecast accuracy: Compare forecasted vs. actual sales monthly and tweak methodology if needed
  • Enable automated POs: Once comfortable with the system, enable automated purchase orders for fast-moving, consistent products



Common Questions


Q: How often should I check the Buying Table?

A: We recommend weekly for most businesses. High-volume stores may want to check 2-3 times per week.


Q: Can I create a PO for just one supplier?

A: Yes! Use the supplier filter in the Buying Table, then select only items from that supplier.


Q: What if my supplier's lead time changes?

A: Update it in Supplier Management, and the system will immediately use the new lead time in all future calculations.


Q: Can I edit a PO after creating it?

A: Yes, as long as it's in "Draft" or "Pending Approval" status. If the PO has been confirmed, you can click Revert to Draft to make it editable again (only available before receiving starts).


Q: What happens if I receive less than ordered?

A: The PO status becomes "Partially Received." You can receive the remaining items later, or close the PO if items won't arrive.



Ready to Start?


Follow these 5 steps in order, and you'll have a complete replenishment workflow set up:


  1. ✅ Configure Forecast Settings → Adjust Settings > Inventory Forecast Settings
  2. ✅ Set Reorder Parameters → Adjust Settings > Reorder Parameters
  3. ✅ Review What to Order → Create Purchase Orders > Buying Table
  4. ✅ Add Your Suppliers → Create Purchase Orders > Supplier Management
  5. ✅ Create & Receive POs → Create Purchase Orders > Check Existing Orders


By following this workflow, you can reduce manual effort, avoid stockouts, and keep your inventory lean and profitable.


Need help? Click the chat icon to talk to our support team or book a live demo for personalized guidance.




Updated on: 26/03/2026

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