Auto-Reorder Stock When It Runs Low

Who / when: the storekeeper never wants to discover a stock-out at the dispensing counter. Every stock item carries a reorder level — the on-hand point at which it should be re-ordered. The moment a movement drives an item to or below that level, Veona does two things on its own: it surfaces the item on the reorder worklist with a suggested quantity, and it auto-raises a draft purchase order and alerts your stock managers. You then review the worklist and turn the suggestions into real purchase orders.

1. Storekeeper — the trigger is automatic and needs no action from you. Whenever an item is drawn down — a pharmacist dispenses, the lab consumes a reagent, theatre uses a consumable, or you post an issue (see Keep a Signed Stock Movement Ledger) — Veona checks the new on-hand against the item’s reorder level. If the decrement crosses the threshold, the item is flagged and a draft purchase order is raised right then.

   Note

   The check runs on the decrement, so an item that has been sitting below its reorder level does not re-alert on every read — the alert fires when on-hand actually crosses down. This is what keeps your managers from being buried in duplicate notices.

2. Storekeeper — open Stock → Reorder (“Items at or below reorder level — raise draft POs per supplier”). Every flagged item is listed, and each row shows on hand, the reorder point, a suggested quantity, the lead time, and the supplier. This is your shortage list at a glance.

3. Storekeeper — your stock managers also receive a content-free alert (the stock-auto-reorder notification) the moment an item crosses its threshold, so the shortage is visible even to someone not watching the worklist. The alert names the item and points back here — it carries no patient information, only supply data.

4. Storekeeper — on the worklist, tick the items you want to order and press “Create PO”. Draft purchase orders are raised and grouped per supplier, so one supplier’s items land on one order. The suggested quantity is pre-filled; adjust any line before you commit.

5. Storekeeper — to confirm the orders, open Stock → Purchase Orders (open and historical purchase orders). The new drafts appear ready for your review and approval. To raise an order outside the worklist — for a planned bulk buy rather than a shortage — use Stock → Purchase Order (“Raise purchase order”): pick the supplier and items, then “Raise PO”.

   Tip

   Keep reorder levels and lead times accurate on each item in Stock → Item Catalog. The reorder level decides when an item surfaces here, and the lead time shapes how far ahead you should be re-ordering — a long-lead reagent needs a higher trigger than a fast-moving consumable.

What happens next: once the goods arrive, you close the loop by receiving them — open Stock → Goods Receipt, post the delivery against its batch and expiry, and the new lot is available for FEFO issue and dispensing. That receipt is itself a ledger entry, returning you to the signed-ledger discipline in Keep a Signed Stock Movement Ledger.

Follow the trail

• Previous: Keep a Signed Stock Movement Ledger
• Related: Keep a Signed Stock Movement Ledger · Draw Down Lab Reagents From Stock