Review replenishment suggestions

The Replenishment tab on Order plan suggests what to buy for each product and location, based on recent sales or your stock targets. When you accept a suggestion, it becomes an order quantity on the shared Working sheet. Nothing is ordered until you create and submit purchase orders.

Before you start

• Suppliers have linked products with units, prices and lead times.
• Locations are Managed in Zapstra. Locations marked Not managed get no suggestions.
• Sales-based suggestions use your Shopify orders. The first time, Zapstra imports sales history in the background; suggestions fill in as it arrives.

Find what needs ordering

1. Open Order plan and select the Replenishment tab.
2. Turn on Needs ordering to see only items to buy now.
3. Narrow the list with the type tabs, Search products or SKUs, Supplier or Destination. Save a filter set as a view to reuse it.
4. Read Order by for each row:

The default columns are Product, Supplier, Available, Inbound, Order by, Suggested qty, Order qty and Details. Use Edit columns to add Image, Sales/day, Units sold, Stockout in or WOS (weeks of stock). On the default view you can sort by Available, Inbound, Stockout in, WOS and Suggested qty.

A row with data concerns shows 1 issue (or more) beside the product. Select it to read them.

Accept suggestions

1. On a row, select Use suggestion. If the row already has an order quantity, the button says Update order quantity.
2. To accept several, tick rows (or Select visible) and select Use … selected suggestions. You can accept up to 200 at once.
3. If a quantity was entered by hand, Zapstra asks Replace reviewed order quantities? and lists the changes. Choose Replace quantities or Keep current quantities.

Check the result: you see Updated … order quantities in your working sheet. and Order qty shows the new amount. The header button now reads Preview & apply (…); select it to review the proposal. The proposal includes every row on the Working sheet, not only accepted suggestions.

Suggested qty and Order qty are separate. Refreshing suggestions never changes a quantity you accepted. Accepting a newer suggestion replaces it.

See why a quantity was suggested

Select Details on a row. The window shows:

• Why …?: the calculation, from sales rate and lead time to stock on arrival, the shortfall, and supplier rules. Select All figures for every input.
• Sales: daily sales for the period. Changing the period here doesn't change the suggestion.
• Incoming: open purchase orders, transfers and stock Shopify shows as incoming. Overdue or undated supply counts as arriving today.
• Policy: the method, cover, buffer and lead time used, and whether a saved policy applies.

To buy a different amount, change Order qty in the window and select Use suggestion. To change the settings, select Edit product buying policy; it opens the material's Stock Levels tab, where you choose Set planning targets. See stock targets.

Try a different sales period

Select Sales history: … above the table and choose Saved policies, Last … days, or Custom dates…. A different period is a preview: the badge reads Preview · saved policies and order quantities unchanged. Select Back to saved policies to return. Sorting is off while you preview.

Change settings for many rows

1. Tick the rows and select Adjust selected settings.
2. In Adjust replenishment settings, choose How to apply changes: Fill missing values, Override selected values or Reset to defaults.
3. Enter only the fields you want to change: Sales history window (days), Target coverage (days), Safety buffer (days) or Lead time override (days).
4. Select Preview changes, check the list, then Apply to … rows.

Check the result: read Bulk update results: updated, skipped and failed counts. This saves the policies for those products and locations. Supplier defaults don't change. You can update up to 100 rows at once.

Keep sales history current

When Zapstra can refresh sales, Refresh history appears at the top of the page. Status messages appear above the table while history imports. You can keep working with existing data meanwhile.

If something goes wrong

Related guides

• Build and maintain an order plan
• Set stock targets and choose a planning method
• Review a proposal and create draft purchase orders