Welcome to Portal

?Unknown\pull-down

Welcome to Zoho Cares

Bienvenido a Soporte de Zoho

Search our knowledge base, ask the community or submit a request.


Hello everyone and welcome back to our series!

 

For a business that heavily relies on inventory, monitoring the stock levels and getting timely notifications of low stock items will ensure a smooth sail.

Zoho Books allows you to always keep a check on your stock level by defining a safe limit called - Reorder point. Whenever the stock quantity reaches the defined reorder point, it will be classified and listed under our default filter - 'Low Stock Items'.

Now, instead of doing a manual verification each time, wouldn't it be nice if the system automatically notifies you with a compiled list of all the items shown under 'Low Stock Items'? Makes life a bit easier, right?

Furthermore, you can also have all the users who are involved in the restocking process, be a part of this notification as well.

Yes, today’s automation will help you achieve this.

We have constructed a schedule that will automatically trigger an email notification at a frequency you define to one/multiple users and alert them for the items that have reached the reorder point. The users will then be able to raise the necessary transactions to restock the items.

This schedule is an extended version to the default reorder notification that is sent to a user once a day.

Here's how it works:

When you create an item in Zoho Books and enable 'Track Inventory for this item', just enter a Reorder point as well. Once the item's quantity reaches this 'Reorder point', it will be identified as a low stock item. These low stock items for a specific date range will be notified to the users based on the frequency you define.

Pre-requisites:

1. Create a Connection named "zbooks" to successfully execute the scheduler. You can watch the GIF attached at the bottom of this post to learn how to create the connection.

2. Create a checkbox custom field named "low Stock Alert" for the users.

Settings >> Users and roles >> User Preferences >> Field customization.


3. Enable this checkbox for one or multiple users who should receive this low stock notification.



Schedule :

Navigate to Settings > Automation > Schedules and setup the below:

Name: Enter a suitable name of your choice

Frequency: Weekly/Monthly

Start Date & Time: Enter a suitable time of your choice

Expires After: Never Expires

Add the function code in the function space from this GitHub link.

I have attached a sample schedule setup below.



Once the schedule triggers, all the selected users will receive an email notification with the list of all items having low stock as shown below.



If you click on 'OPEN VIEW', you will be redirected to the default filter 'Low Stock Items' that we have in Zoho Books. After evaluation, the required set of PO or bills can be raised to record the purchase of new incoming stock.

Should you require any adjustments or customizations to this scenario, don't hesitate to ask us. We are here to guide you.

Regards,
Archana Puthumana
Zoho Cares


Attachments
Zoho Books connection.mov11 MB
5 Replies
Reply
  • Zoho MVP
  • 1 year ago

This is really good but is there a way to change it and get items that are “Available to Sell” rather than Accounting Stock. 

For example

Stock = 10
Committed = 9
Available to Sell = 1

Also how effective would this be if there are several thousand records. Zoho books has a fairly low API limit. 

Thanks very much. Looking forward to more info. 

  • 1 year ago

Hello
,

From your comment, it seems that you want items to be classified as low stock when the "Available for Sale" reaches the re-order point instead of "Stock on Hand". Could you please confirm if my understanding is accurate?

Additionally, the provided script will iterate through a maximum of 20,000 records to filter low-stock items. It utilizes one API call for every 200 records. 

Regards,
Shireen Farhana
Zoho Cares

  • Zoho MVP
  • 1 year ago

Hi Shireen,

Yes, you are correct. 

When "available for sale" hit the re-order point, mark them as "low stock"

Thanks for the feedback on the API calls.

  • 1 year ago

Hello
,

Thank you for confirming. We've noted your request, and our team will explore its implementation. If feasible, we will include it in one of our upcoming Function Fridays.

Regards,
Shireen Farhana
Zoho Cares

  • 11 days ago

Hi @ - I would also like to see Physical Stock on this, if possible. 

Reply to Archana PuthumanaA
/* */
  • 12
  • Insert
  • Plain text
Add Comment
(Up to 20 MB )