When does an item appear on the reorder list?

When the stock on hand, plus the stock on open purchase orders, minus the stock already sold on approved sales orders, is below the item's minimum.

How is the order quantity calculated?

Target − on hand − on order + sold. The target is the order-up-to level; when an item has none, the maximum is used, and then the minimum. You can change every quantity before the orders are made.

Where do the minimum and the target come from?

You type them on each item, or import them from a spreadsheet. With demand planning (Pro plan) the app proposes them from your own sales history.

Reorder point software that drafts the purchase orders

Give each item a minimum and a target. One screen then lists every item that needs buying, with the quantity to order, grouped by supplier — and one click turns the lines you keep into draft purchase orders.

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How the Reorder screen decides

Which items

Active stock items with a minimum above zero, where on hand + on order − sold is below the minimum.

How many

Target − on hand − on order + sold. No target? The maximum is used, and then the minimum. Every quantity stays editable.

From whom

Lines are grouped by the item's preferred supplier; items without one come last, in their own group.

On order is what is still to arrive on approved purchase orders, so a delivery on its way does not trigger a second order. Sold is what is still to ship on approved sales orders — the part most reorder lists forget.

Why "sold" matters — an example

Wall anchors: minimum 20, target 60. The shelf holds 25 boxes, nothing is on order, and a customer's approved order for 15 boxes has not shipped yet.

	On hand	On order	Sold	Min	Target	Order qty
Counting the shelf only	25	0	—	20	60	nothing: 25 ≥ 20
Golden Inventory	25	0	15	20	60	50

The shelf looks fine, but 15 of those 25 boxes already belong to a customer. Only 10 are free, which is below the minimum of 20. The screen asks for 60 − 25 − 0 + 15 = 50 boxes, and shows the 15 in the Sold column so the buyer sees why.

From the list to the supplier

Open Reorder. Pick a location if you keep stock in several places — the on-hand figure is then that location's.
Untick the lines you do not want, and change any quantity. An item bought in a bigger unit (a sack, a case) shows that unit beside the quantity.
Press Create draft PO(s). You get one draft purchase order per supplier, priced at each item's average cost.
Check each purchase order, approve it, and send it. Nothing reaches a supplier until you do.

For a printable list, the Inventory to Reorder report shows the items at or below their minimum by the stock on hand only.

Where the minimum and the target come from

You set them

Type them on each item, or bring them in with the spreadsheet import. Not sure what number to use? The free reorder point calculator and safety stock calculator show the arithmetic.

The app proposes them

With demand planning (Pro plan), Golden Inventory measures each item's sales, proposes a minimum and a target, and tests them against your own past before you accept them. You can go back to the previous levels at any time.

Questions

Does the software place the order with my supplier?

No. It makes draft purchase orders, one per supplier. You check them, approve them and send them — nothing leaves without you.

What if a delivery is already on its way?

Stock on approved purchase orders that has not been received yet counts as on order, and it lowers the quantity to buy — or keeps the item off the list.

Can I reorder for one shop only?

Yes. Pick the location on the Reorder screen; the on-hand figure is then that location's stock. Stock on order and sold stay company-wide.

What about services and non-stock items?

They never appear. Only active stock items with a minimum above zero are checked.

I use a spreadsheet today. Can I bring my minimums?

Yes — import your item list with a minimum and a target column. Our free inventory and invoice template already has a Min qty column that the import recognises.