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# 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.

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## Table of Contents

1. [Step 1: Set Up Inventory Forecast Settings](#3-step-1-set-up-inventory-forecast-settings)
2. [Step 2: Configure Reorder Parameters](#3-step-2-configure-reorder-parameters)
3. [Step 3: Review the Buying Table](#3-step-3-review-the-buying-table)
4. [Step 4: Set Up Suppliers](#3-step-4-set-up-suppliers)
5. [Step 5: Create Purchase Order & Receive Inventory](#3-step-5-create-purchase-order--receive-inventory)
* [5A. Create the Purchase Order](#4-5a-create-the-purchase-order)
* [5B. Review and Send the PO](#4-5b-review-and-send-the-po)
* [5C. Receive Inventory](#4-5c-receive-inventory)
* [5D. Return Items to Supplier](#4-5d-return-items-to-supplier)
6. [Tips for Effective Use](#2-tips-for-effective-use)
7. [Common Questions](#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**

2. **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

3. 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](https://storage.crisp.chat/users/helpdesk/website/-/4/a/1/1/4a116e5f64029800/image_14ksm86.png)

---

### 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)
4. 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](https://storage.crisp.chat/users/helpdesk/website/-/4/a/1/1/4a116e5f64029800/image_1yh0iml.png)

**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**

2. **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

3. **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

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

5. **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

6. **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](https://storage.crisp.chat/users/helpdesk/website/-/4/a/1/1/4a116e5f64029800/image_q1n3mj.png)

**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**

2. **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**

3. **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**

4. **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](https://storage.crisp.chat/users/helpdesk/website/-/4/a/1/1/4a116e5f64029800/image_15tha1m.png)

---

### 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)
4. Click **Create PO** for each supplier group
5. 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
5. **Confirm the PO** by clicking **Confirm** button (changes status from Draft to Confirmed)
6. **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](https://storage.crisp.chat/users/helpdesk/website/-/4/a/1/1/4a116e5f64029800/image_gi6d2o.png)

#### 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
4. Click **Receive Items**
5. **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](https://storage.crisp.chat/users/helpdesk/website/-/4/a/1/1/4a116e5f64029800/image_6xh5fm.png)

**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
4. 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)
5. A **Return Summary** shows the total items, total units, and total value being returned
6. Click **Review Return** to see a confirmation screen
7. On the confirmation screen, review:
   * Items being returned with quantities
   * Shopify inventory will be **automatically decreased** (no checkbox — this always happens)
   * Reason and notes
8. 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.

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## 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.

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## Related Guides

* **[Understanding and Managing Purchase Order Details](https://help.assisty.ai/en/article/understanding-and-managing-purchase-order-details-1th5lfd/)** — PO statuses, editing, addresses, exports
* **[Purchase Order Financial Features](https://help.assisty.ai/en/article/purchase-order-financial-features-z0q5k8/)** — Shipping, tax, discounts, landed cost, margins
* **[Customizing PO Line Item Columns](https://help.assisty.ai/en/article/customizing-purchase-order-line-item-columns-dvg9v7/)** — Choose which columns to show
* **[Multi-Currency Purchase Orders](https://help.assisty.ai/en/article/multi-currency-purchase-orders-1k1t95x/)** — International suppliers and foreign-currency POs