Reorder Parameter Settings – Complete User Guide

Master your inventory replenishment parameters to optimize stock levels and prevent stockouts.

Table of Contents

Understanding the System:

1. What Are Reorder Parameters?
2. The 3-Level Hierarchy Explained
3. Understanding Each Parameter

Managing Settings:

4. Global Settings - Set Store-Wide Defaults
5. Supplier Settings - Configure by Supplier
6. Product Settings - Fine-Tune Individual Products

Advanced Features:

7. Force Update Feature (NEW)
8. Best Practices & Tips
9. Common Questions

1. What Are Reorder Parameters?

Reorder parameters control when and how much inventory to order for each product. These settings power Assisty's AI-driven reorder recommendations in the Buying Table.

Three Core Parameters:

How They Work Together:

When Assisty calculates reorder quantities, it considers:

• Current stock levels - How much you have now
• Daily sales rate - How fast products sell (from forecasting)
• Lead Time - How long until new stock arrives
• Order Cycle - How many days of future sales to cover
• Safety Stock - Extra buffer for demand spikes

Formula Simplified:

Order Quantity = (Order Cycle + Lead Time + Safety Stock) × Daily Sales Rate - Current Stock

Example Calculation:

• Daily Sales Rate: 10 units/day
• Order Cycle: 90 days
• Lead Time: 14 days
• Safety Stock: 10 days
• Current Stock: 500 units

Order Quantity = (90 + 14 + 10) × 10 - 500 = 1,140 - 500 = 640 units

This order will cover 90 days of sales, plus lead time, plus safety buffer.

When Does Assisty Recommend Reordering?

Assisty triggers a reorder recommendation when:

Current Stock + Incoming Stock < (Lead Time + Safety Stock) × Daily Sales Rate

This ensures you order with enough time for the new stock to arrive before you run out.

2. The 3-Level Hierarchy Explained

Assisty uses a cascading hierarchy for reorder parameters. Settings at higher levels provide defaults, while lower levels allow customization.

Hierarchy Flow

┌─────────────────────────────────────┐
│  Level 1: GLOBAL SETTINGS           │  ← Applies to ALL products by default
│  Default for entire store           │
└─────────────────────────────────────┘
            ↓ (can be overridden)
┌─────────────────────────────────────┐
│  Level 2: SUPPLIER SETTINGS         │  ← Applies to products from specific supplier
│  Default for specific supplier      │
└─────────────────────────────────────┘
            ↓ (can be overridden)
┌─────────────────────────────────────┐
│  Level 3: PRODUCT SETTINGS          │  ← Applies to individual product variants
│  Specific product customization     │
└─────────────────────────────────────┘

How Parameters Are Applied

Example Scenario:

• Global Setting: Lead Time = 14 days
• Supplier A Setting: Lead Time = 7 days
• Product XYZ Setting: Lead Time = 21 days

Result:

• Products from Supplier A (without specific settings) → Use 7 days
• Product XYZ from Supplier A → Use 21 days (most specific)
• Products from other suppliers (without specific settings) → Use 14 days (global)

Key Principle: More specific settings always override general ones.

3. Understanding Each Parameter

Lead Time (Days)

Definition: Time between placing a purchase order and receiving the stock at your warehouse.

What to consider:

• Supplier's production/processing time
• Shipping/transit time
• Customs clearance (international suppliers)
• Your receiving and inspection time

Examples:

• Local supplier with ready stock: 3-5 days
• Domestic supplier with production: 10-14 days
• International supplier: 30-60 days

Impact on Reordering:

• Too low: You'll run out before stock arrives (stockouts)
• Too high: You'll order too early and overstock

Pro Tip: Add 1-2 days buffer for unexpected delays.

Order Cycle (Days)

Definition: How many days of future sales coverage you want to purchase when placing an order.

What it means:

• Order Cycle = 30 means: buy enough inventory to cover 30 days of forecasted sales
• Order Cycle = 60 means: buy enough inventory to cover 60 days of forecasted sales
• Order Cycle = 90 means: buy enough inventory to cover 90 days of forecasted sales

Why it matters:

This determines the size of your purchase orders. The system calculates how much inventory you need to cover this many days of future sales.

Examples:

• Small, frequent orders: 30 days (order monthly for 1 month coverage)
• Moderate orders: 60-90 days (order every 2-3 months for 2-3 months coverage)
• Large, infrequent orders: 120-180 days (order quarterly or semi-annually)

Impact on Reordering:

• Shorter cycle (30 days): Smaller order quantities, less inventory on hand, more frequent reordering
• Longer cycle (90-180 days): Larger order quantities, more inventory on hand, less frequent reordering

Factors to Consider:

• Cash flow: Shorter cycles require less upfront capital
• Supplier MOQ: Some suppliers require minimum order values
• Storage capacity: Longer cycles need more warehouse space
• Product shelf life: Perishable items need shorter cycles
• Demand stability: Stable demand allows longer cycles

Real-World Example:

Product: T-Shirt (sells 100 units/month = ~3.3 units/day)

Scenario 1: Order Cycle = 30 days

• Order Quantity = 30 days × 3.3 units/day = ~100 units
• Result: Order monthly, smaller shipments, less inventory on hand

Scenario 2: Order Cycle = 90 days

• Order Quantity = 90 days × 3.3 units/day = ~300 units
• Result: Order quarterly, larger shipments, more inventory on hand

Which to choose?

• If cash is tight or storage limited → Use 30 days
• If you get volume discounts or want fewer orders → Use 90 days

Safety Stock Coverage (Days)

Definition: Extra buffer inventory to protect against demand spikes and supply delays.

Why you need it:

• Unexpected sales spikes
• Supplier delays
• Forecast inaccuracies
• Seasonal demand variations

How to set it:

• Low variability products: 3-5 days
• Medium variability products: 7-14 days
• High variability products: 14-30 days
• Critical never-out-of-stock items: 30+ days

Examples:

• Stable product with consistent sales: 5 days
• Seasonal product: 14-21 days
• New product with uncertain demand: 21-30 days

Impact on Reordering:

• Too low: Risk of stockouts during demand spikes
• Too high: Excess inventory, tied up cash

4. Global Settings - Set Store-Wide Defaults

Navigation: Adjust Settings > Reorder Parameters > Global Settings Tab

When to Use Global Settings

✅ Setting baseline parameters for your entire store

✅ When most products have similar lead times and ordering patterns

✅ As your starting point before customizing specific suppliers or products

How to Configure Global Settings

Step 1: Navigate to Global Settings

1. Go to Adjust Settings > Reorder Parameters
2. Click on "Global Settings" tab
3. You'll see a form with three parameter fields

Step 2: Enter Your Parameters

Configure the three parameters:

• Lead Time (days) - Average time from order to receipt
• Order Cycle (days) - How many days of sales coverage to buy per order
• Safety Stock Coverage (days) - Your standard buffer

Example for a typical e-commerce store:

• Lead Time: 14 days
• Order Cycle: 60 days (buy 2 months of inventory per order)
• Safety Stock Coverage: 10 days

Step 3: Choose Update Mode

You have two options:

Option A: Normal Update (Default)

• Click "Update Global Defaults" without checking the force update box
• What happens:
• Updates global defaults only
• New products will use these settings
• Existing supplier-specific and product-specific settings are preserved
• Safe: Non-destructive, preserves customizations

Option B: Force Update (Advanced)

• Check the box: "Apply these global defaults to ALL product variants"
• Click "Force Update All Variants"
• What happens:
• Updates global defaults AND overwrites all existing settings
• ALL products in your store will use these new global settings
• All supplier-level and product-level customizations are removed
• Destructive: Cannot be undone

Step 4: Confirm Your Update

A confirmation dialog will appear showing:

• Parameters being applied
• Scope of the update (Global defaults only vs. ALL variants)
• Impact summary
• For force updates: additional warnings and required confirmation

5. Supplier Settings - Configure by Supplier

Navigation: Adjust Settings > Reorder Parameters > Supplier Settings Tab

When to Use Supplier Settings

✅ When a supplier has different lead times than your global default

✅ When you order from a supplier on a different schedule

✅ To set minimum order quantities per supplier

✅ When international vs. domestic suppliers have different timings

How to Configure Supplier Settings

Step 1: Navigate to Supplier Settings

1. Go to Adjust Settings > Reorder Parameters
2. Click on "Supplier Settings" tab
3. You'll see a table of all your suppliers

Step 2: Edit Supplier Parameters

The table shows columns:

• Supplier Name
• Lead Time - Click cell to edit
• Order Cycle - Click cell to edit
• Safety Stock Coverage - Click cell to edit
• Products - Number of products from this supplier

Inline Editing:

• Click directly on any cell to edit
• Enter the new value
• Changes save automatically
• See hint showing global default for reference

Step 3: Choose Update Mode

When editing supplier settings, you can:

Option A: Normal Update (Default)

• What happens:
• Updates supplier-level defaults
• Applies to new products from this supplier
• Existing product-specific settings for this supplier are preserved
• Safe: Non-destructive

Option B: Force Update

• Check: "Apply these supplier defaults to all product variants from [Supplier Name]"
• What happens:
• Updates supplier defaults AND overwrites all product settings from this supplier
• ALL products from this supplier use new settings
• Products from other suppliers remain unaffected
• Destructive: Cannot be undone

Example Use Case:

Your store setup:

• Global: Lead Time = 14 days
• Supplier "Fast Fashion Inc": Lead Time = 7 days (domestic, quick shipping)
• Supplier "Overseas Manufacturer": Lead Time = 45 days (international)

Result:

• Products from Fast Fashion Inc order with 7-day lead time
• Products from Overseas Manufacturer order with 45-day lead time
• Products from unlisted suppliers use 14-day global default

6. Product Settings - Fine-Tune Individual Products

Navigation: Adjust Settings > Reorder Parameters > Product Settings Tab

When to Use Product Settings

✅ High-value products needing extra safety stock

✅ Seasonal products with variable demand

✅ Fast-moving products needing more frequent orders

✅ Slow-moving products with longer order cycles

✅ Products with unique supplier arrangements

How to Configure Product Settings

Step 1: Navigate to Product Settings

1. Go to Adjust Settings > Reorder Parameters
2. Click on "Product Settings" tab
3. You'll see a searchable product table

Step 2: Find Products to Configure

Filter products:

• Product Filter - Search by name, SKU, category, tags
• Location - Filter by warehouse
• Supplier - Filter by supplier

Search:

• Use the search bar to find specific products
• Results show product image, name, variant, SKU

Step 3: Select Products

Two ways to select:

• Individual Selection: Check boxes next to specific products
• Bulk Selection: Use filters, then click "Select All" to select all filtered products

Step 4: Update Parameters

1. With products selected, click "Bulk Update Params"
2. A form appears with parameter fields
3. Enter values for the parameters you want to update
4. Click "Apply to Selected Products"

Step 5: Review and Confirm

A confirmation dialog shows:

• Number of products affected
• Parameters being applied
• Impact summary

7. Force Update Feature (NEW)

The Force Update feature allows you to override ALL existing reorder parameters and apply new defaults across your entire store or for specific suppliers.

Understanding Force Update

Normal Update (Safe):

Global Settings → Only updates defaults
                → Preserves existing customizations
                → Safe, non-destructive

Force Update (Destructive):

Global Settings + Force Update → Overwrites ALL variant settings
                                → Removes all customizations
                                → Destructive, cannot undo

When to Use Force Update

✅ Standardization: You want all products to use the same parameters

✅ Major Change: Your supplier relationships or logistics have fundamentally changed

✅ Clean Slate: You've made many customizations and want to start fresh

✅ Supplier Change: Switching to a new supplier with different lead times

When NOT to Use Force Update

❌ Testing: Trying out new parameter values

❌ Minor Tweaks: Small adjustments to a few products

❌ Preserving Customizations: You have carefully tuned product-level settings

❌ Uncertain: You're not sure about the impact

How to Use Force Update (Global Level)

Step 1: Navigate to Global Settings

• Go to Adjust Settings > Reorder Parameters
• Click "Global Settings" tab

Step 2: Set Your Parameters

• Enter Lead Time, Order Cycle, and Safety Stock Coverage
• Double-check values are correct

Step 3: Enable Force Update

• Scroll down to "Force Update All Product Variants" section
• You'll see a warning box with an alert icon
• Read the warning carefully

Step 4: Check the Force Update Checkbox

☐ Apply these global defaults to ALL product variants

• Check this box
• Warning alert will appear: "This action cannot be undone"
• Button changes to "Force Update All Variants"

Step 5: Review the Confirmation Dialog

When you click "Force Update All Variants," a orange-themed confirmation dialog appears:

Header:

• Orange background with alert icon
• Title: "Confirm Force Update - Global Settings"

Critical Warning:

⚠️ CRITICAL ACTION - Force Update Enabled
You have selected to force these global defaults to ALL product variants
in your store. This will overwrite all current reorder parameters.

Impact Summary Shows:

• Scope: ALL product variants in your store
• Current Settings: Will be overwritten (red text)
• Action Type: FORCE UPDATE (Destructive) badge

Final Warning:

🔒 Final Warning:
• All current reorder parameters for all product variants will be overwritten
• All variants will use these new global defaults
• This action cannot be undone

Step 6: Confirm You Understand

Before you can proceed:

• A checkbox appears:

  ☐ I understand this will permanently overwrite all current reorder
    parameters and cannot be undone

• Button is disabled until you check this box
• This ensures you acknowledge the risk

Step 7: Execute Force Update

• Check the confirmation checkbox
• Button becomes enabled: "Confirm Force Update" (orange)
• Click to execute
• Wait for success message
• All variants now use new global settings

How to Use Force Update (Supplier Level)

Step 1: Navigate to Supplier Settings

• Go to Adjust Settings > Reorder Parameters
• Click "Supplier Settings" tab

Step 2: Edit Supplier

• Find the supplier in the table
• Click Edit button or click directly on parameter cells

Step 3: Set Parameters

• Enter Lead Time, Order Cycle, Safety Stock Coverage for this supplier
• Verify values are correct

Step 4: Enable Force Update

• Check: "Apply these supplier defaults to all product variants from [Supplier Name]"
• Warning appears: "This will overwrite current reorder params of all product variants from this supplier"

Step 5: Review Confirmation Dialog

An orange-themed confirmation dialog appears:

Impact Summary Shows:

• Supplier: [Supplier Name]
• Scope: ALL product variants from this supplier
• Current Settings: Will be overwritten
• Other Suppliers: Not affected (green text)
• Action Type: FORCE UPDATE (Destructive)

Final Warning:

• All current reorder parameters for all variants from this supplier will be overwritten
• All variants will use these new supplier defaults
• Product variants from other suppliers remain unchanged
• This action cannot be undone

Step 6: Confirm and Execute

• Check: "I understand this will permanently overwrite..." checkbox
• Click "Confirm Force Update" (orange button)
• Success message appears
• All products from this supplier now use new settings

Force Update Safety Features

Assisty includes multiple safeguards to prevent accidental data loss:

1. Visual Distinction

• Normal Update: Blue theme, checkmark icon, calm appearance
• Force Update: Orange theme, alert icon, warning appearance

2. Progressive Disclosure

• Force update checkbox hidden by default
• Must explicitly check box to enable
• Warnings only appear when relevant

3. Confirmation Required

• Always shows confirmation dialog (both modes)
• Force update dialog has different, more serious content
• Requires additional "I understand" checkbox for force updates
• Button disabled until checkbox confirmed

4. Clear Messaging

• Impact summary shows exactly what will change
• Explicit "cannot be undone" warnings
• Differentiates "ALL variants" vs "defaults only"

5. Scope Clarity

• Global force update: "ALL product variants in your store"
• Supplier force update: "ALL product variants from this supplier"
• Other suppliers always shown as "Not affected"

8. Best Practices & Tips

Getting Started

For New Users:

1. ✅ Start with Global Settings only
2. ✅ Use conservative values (higher safety stock)
3. ✅ Monitor Buying Table recommendations for 2-4 weeks
4. ✅ Adjust based on actual performance

Recommended Starting Values:

• Lead Time: Your average supplier lead time + 2-3 days buffer
• Order Cycle: 60-90 days (2-3 months of sales coverage) for most stores
• Safety Stock Coverage: 10-14 days to start

Parameter Tuning Strategy

Lead Time Optimization:

• Track actual delivery times for 4-8 weeks
• Calculate average and add 10-20% buffer
• Review quarterly and adjust for seasonal changes
• Set supplier-specific lead times for accuracy

Order Cycle Optimization:

• Determines order size (how many days of sales to buy)
• Consider supplier minimum order values (may need longer cycle to meet MOQ)
• Balance inventory holding costs vs. ordering frequency
• High-volume products: 30-60 days (avoid excess inventory)
• Medium-volume products: 60-90 days (balanced approach)
• Low-volume products: 90-180 days (reduce ordering frequency)
• Seasonal products: Match to season length (e.g., 120 days for winter season)

Safety Stock Optimization:

• Start higher, reduce gradually
• Monitor stockout rate (should be <5%)
• Increase safety stock for:
• High-margin products
• Products with unpredictable demand
• Products with long lead times
• Seasonal peaks
• Decrease safety stock for:
• Low-margin products
• Consistent, predictable demand
• Easy to restock quickly

Hierarchy Usage Patterns

Pattern 1: Mostly Global (Simple)

• Set global defaults for 90% of products
• Override only exceptional products
• Easy to manage, good for smaller catalogs

Pattern 2: By Supplier (Organized)

• Set global baseline
• Configure each supplier's typical lead time
• Fine-tune only special products
• Good for stores with distinct supplier groups

Pattern 3: Highly Customized (Advanced)

• Set conservative global defaults (fallback)
• Configure all suppliers accurately
• Customize high-value or high-volume products individually
• Best for large, complex catalogs

When to Use Force Update

Good Use Cases:

✅ Quarterly parameter reviews - standardize after analysis

✅ New supplier partnership - all products from supplier need new lead time

✅ Logistics change - moved to new warehouse, all lead times changed

✅ Strategy shift - changing from small frequent orders (30-day cycle) to larger bulk orders (90-day cycle)

✅ Cash flow optimization - adjusting all Order Cycles to reduce inventory levels

Bad Use Cases:

❌ Testing new values - use normal update instead

❌ Adjusting one supplier - just update that supplier normally

❌ Fixing mistakes - update specific products, don't force all

❌ "Cleaning up" - unless you truly want to erase all customizations

Regular Maintenance

Weekly:

• Review Buying Table for obvious errors (quantities too high/low)
• Check for new products missing parameters

Monthly:

• Compare forecast accuracy to actual sales
• Adjust safety stock for products with frequent stockouts
• Review slow-moving products for longer order cycles

Quarterly:

• Audit supplier lead times vs. actual delivery times
• Review global defaults for seasonal changes
• Clean up unused or discontinued products

Annually:

• Complete parameter review across all suppliers
• Consider force update if major changes needed
• Document your parameter strategy

9. Common Questions

General Understanding

Q: What happens if I don't set any reorder parameters?

A: Assisty uses system-wide default values, but recommendations may be inaccurate. It's best to configure at least global settings.

Q: Can I set different parameters for different locations?

A: Currently, reorder parameters are set at the product/variant level, not per location. However, you can filter by location in the Product Settings tab to configure products specific to certain warehouses.

Q: How do reorder parameters affect the Buying Table?

A: They directly control when products appear in the Buying Table and the recommended order quantities. More accurate parameters = better recommendations.

Parameter Configuration

Q: What's the difference between Order Cycle and Lead Time?

A:

• Lead Time: How long until stock arrives after you order (waiting time)
• Order Cycle: How many days of future sales you want to cover with each order (order size)

Example: If Order Cycle = 90 days and Lead Time = 14 days:

• You're buying enough inventory to cover 90 days of future sales
• Plus extra to cover the 14-day wait while new stock is in transit
• Total coverage: 90 + 14 + Safety Stock days

Q: Why do I need Safety Stock if I already have Lead Time?

A: Lead Time covers predictable waiting time. Safety Stock covers unpredictable events like:

• Sales spikes
• Supplier delays
• Shipping issues
• Forecast inaccuracies

Q: Can I set parameters to 0?

A: Yes, but not recommended. Setting all parameters to 0 will prevent accurate reorder calculations. Set at least one parameter.

Q: What if my supplier has variable lead times (sometimes 10 days, sometimes 20)?

A: Use the longer/maximum lead time, or use the average and increase safety stock to cover variability.

Q: If Order Cycle is 90 days, does that mean I order every 90 days?

A: Not exactly. Order Cycle = 90 days means you're buying enough inventory to cover 90 days of sales. How often you actually order depends on:

• How quickly you sell through that inventory
• Your current stock levels
• When the Buying Table triggers a reorder recommendation

Example: If you set Order Cycle = 90 days but your product sells faster than expected, you might need to reorder before 90 days. The system will recommend reordering when stock gets low enough.

Q: How do I choose the right Order Cycle?

A: Consider these factors:

1. Cash flow: Can you afford to buy 90+ days of inventory upfront?
2. Storage: Do you have space for larger shipments?
3. Supplier MOQ: Does your supplier require minimum order values?
4. Product velocity: Fast-sellers work better with shorter cycles (30-60 days)
5. Discounts: Do you get better pricing for larger orders?

Start with 60 days and adjust based on actual results.

Hierarchy & Updates

Q: If I set a global default, will it overwrite my existing product settings?

A: No, not unless you use Force Update. Normal updates only change the defaults and apply to new products or products without specific settings.

Q: How do I reset a product to use supplier or global defaults?

A: In the Product Settings tab, select the product and clear its specific parameters. It will then inherit from the supplier level (if set) or global level.

Q: Can I see which level a product is using (global, supplier, or product)?

A: Yes, in the Product Settings table, products with specific settings show their values. Products without specific settings inherit from higher levels (shown in hints/tooltips).

Force Update

Q: Can I undo a force update?

A: No. Force update is permanent and cannot be undone. This is why it requires multiple confirmations.

Q: What's the difference between "Update Global Defaults" and "Force Update All Variants"?

A:

• Update Global Defaults (Normal): Updates the default values. Only affects products without specific settings. Safe.
• Force Update All Variants: Overwrites ALL products, removing all customizations. Destructive.

Q: If I force update at the supplier level, will it affect my global settings?

A: No. Supplier force update only affects products from that specific supplier. Global settings and other suppliers remain unchanged.

Q: Should I force update after importing new products?

A: Usually no. New products automatically inherit from global or supplier defaults. Force update is only needed if you want to change existing products.

Troubleshooting

Q: The Buying Table shows huge order quantities. What's wrong?

A: Likely causes:

1. Safety Stock Coverage is too high
2. Lead Time is set too long
3. Order Cycle is too long
4. Demand forecast is overestimating

Solution: Review and reduce parameters, starting with Safety Stock.

Q: Products keep going out of stock despite following recommendations. Why?

A: Possible reasons:

1. Lead Time is shorter than actual delivery time
2. Safety Stock is too low for demand variability
3. Order Cycle doesn't match your actual ordering frequency
4. Supplier delays not accounted for

Solution: Increase Lead Time or Safety Stock Coverage.

Q: I updated parameters but the Buying Table didn't change. Why?

A: The Buying Table may take a few minutes to recalculate. Also ensure:

1. You saved the changes
2. The correct level (global/supplier/product) was updated
3. Forecasts have been recalculated (may take up to 24 hours)

Q: Some products show no reorder recommendation even with parameters set. Why?

A: Check:

1. Product has recent sales history (needed for forecasting)
2. Product is not excluded from replenishment
3. Current stock is not already very high
4. Product is active in Shopify

Quick Reference Card

Three Parameters Summary

Update Modes

Navigation Quick Links

• Global Settings: Adjust Settings > Reorder Parameters > Global Settings
• Supplier Settings: Adjust Settings > Reorder Parameters > Supplier Settings
• Product Settings: Adjust Settings > Reorder Parameters > Product Settings

Need Help?

Support Resources:

• 📖 Full Documentation: help.assisty.ai
• 💬 Live Chat: Click the chat icon in the bottom right
• 📧 Email Support: support@assisty.ai
• 🎥 Video Tutorials: Available in the Help Center

Remember: Start simple with global settings, then add customization as needed. Monitor the Buying Table regularly and adjust parameters based on real results.

Last Updated: 2025-11-24

Version: 2.0 (includes Force Update feature)

Updated on: 29/12/2025