Step 1
Let’s begin by setting up a stock reorder level.
Head to Materials and expand a material item by selecting it and clicking Edit.
At this stage, you may want to ensure you have the supplier of that item set up. This will allow you to filter by supplier later.
Step 2
Click on the orange pen icon next to Stock Level to edit stock level information. Let’s say that we want to reorder this Grey Pick Rack whenever stock levels fall below 30 units.
Step 3
You can also set a Stock Max Level which is the maximum level you want to “top up” your stock levels to.
This gives you an inventory buffer, allowing some headroom when it comes to lead time, while ensuring you don’t order too much stock.
Step 4
Now that we’ve set up the stock reorder level and max level, let’s take a look at the Stock Level Warnings screen.
Go to Stock Level Warnings under the Home tab.
Step 5
Here, we can see the Grey Pick Rack with its set reorder level of 30. We can also see that there are only 25 units in stock at the moment.
Step 6
Additionally, there are 3 units not yet received from suppliers, minus 2 units that are on order to customers. Altogether, this gives us a working total of 26 units.
Step 7
This working total is then subtracted from the max level, to give us a recommended reorder of 34 units. Reordering this will “top up” our inventory back to the stock max level of 60.
If there was no max level set up, the reorder level would be used in place of it in this calculation.
Step 8
You can make a Purchase Order to the Grey Pick Rack’s recommended supplier by clicking on the item name or the checkbox next to its recommended reorder. Other line items can be added to this order too, if they are for the same supplier and/or location.
You can also use the filters at the top to sort by location and supplier.
Then click Create Purchase Order for Selection.
Step 9
This brings you to the New Order screen. The location, supplier, material items, and quantity to be ordered are already filled out for you. So from here, you can just send the purchase order.
Step 10
When we come back to the Stock Level Warnings Dashboard, you can see that the Grey Pick Rack and Fender Washers have disappeared. This is because the purchase order we just sent increased their working totals to a level above the stock reorder level.
Step 11
This is the reorder multiplier.
When it is set at 100%, material items appear on the dashboard whenever their working total is less than the stock reorder level.
Step 12
The reorder multiplier is adjustable, which is helpful if you want to be warned that your stock levels are approaching the reorder level before they actually reach it. With long lead times nowadays, this is particularly useful.
To adjust the reorder multiplier, go to Company under Global Settings, and click on Sales & Purchases.
Let's change the Reorder Multiplier to 1.2, which is 120%.
Step 13
Back on the Stock Level Warnings screen, the 100% has changed to 120%. This means that items will now appear on the dashboard whenever their working total is less than 120% of their reorder level.
Step 14
The item Large Welding Glove was not here before, but it has now appeared.
This is because 120% of its reorder level is 36, and its working total is 31. So the working total is now less than 120% of the reorder level.
This means that the Large Welding Glove is approaching the reorder level, indicating that we should order more.
Step 15
Also note that the working total for the Large Welding Glove is black, while it is red for the other items.
This is because the working total appears red if it is lower than the reorder level. The working total appears black if it is greater than the reorder level.
Want to learn more? Check out these related guides.
If your business trades internationally, it's helpful to set different tax rates to fulfil regional requirements. In this module, learn how to add sales tax rates, to your TidyStock account. Please note that the multiple tax rates option is only available under certain plans.
Users are the people in your organisation who will be using TidyStock. In this module, learn how to set up their logins and permissions. Also learn how to act on behalf of other users.
When setting up your users, you must select which roles and permissions they have. In this module, learn about different users roles and what areas they can view or edit in TidyStock.
In TidyStock, stock items are referred to as Material Items. Sometimes, they're simply called "materials" or "items". In this module, learn how to set up and add material items to your TidyStock account. You'll use them to make sales, purchases, create assemblies, and more.
In this module, learn how to add suppliers to your TidyStock account. These are the people or organisation's that you purchase stock from.
In this module, learn how to add new material locations. Locations are where your material items or stock is stored. These might be distribution centres, warehouses, retail stores, or something else.
Company settings are general settings that will affect what you see in your TidyStock account. In this module, learn how to set up your organisation settings, understand the sales and purchases settings, and learn about automatic numbering.
When initially signing up for TidyStock, you selected a base currency. This is the currency that you transact and do business in. If you trade internationally, it is useful to set up additional currencies. Please note that multiple currencies are only available under certain plans.
In this module, learn how to add customers to your TidyStock account. These are the individuals or companies who purchase stock from you.
When creating a customer or supplier, you can add countries to their information profile. In this module, learn how to set up your countries available for selection.
Tidy's integration with Xero accounting means that when you make sales, purchases, and adjustments to your stock in Tidy, your Xero financial records are automatically updated. In this module, learn how to set up the connection to Xero from your Tidy account.
Learn how to create custom templates for sales quotes, packing slips, project proposals, project quotes, and purchase orders. Use our template codes to add fields to your document template.
Previously, we learnt how to add suppliers to your account manually. However, this can be very time consuming if you have a lot of data to enter. In this module, learn how to import suppliers to your TidyStock account in bulk.
Previously, we learnt how to add customers to your TidyStock account, manually. However, this can be very time consuming if you have a lot of data to enter. In this module, learn how to import customers to your TidyStock account in bulk.
The Stock Level Warnings Screen displays current stock levels, sales and purchases on order, and calculates recommended reorder levels for you. Purchase orders can be quickly created from here, which simplifies reordering and prevents stock shortages.
Material categories are used to group and help identify material items. In this module, learn how to set them up and use them to track materials. Also learn how material categories are linked to the chart of accounts in your Xero accounting system.
Batches are groups of items created from the same production run. The batch function in Tidy enables you to assign batch numbers against material items, assign batch numbers when receiving items, and sell items with a batch number.
When you create a purchase order for a managed item, the price you pay to suppliers may differ from the current unit cost. This allows you to use the current supplier price at the time of purchase. You can also use catalogue pricing to edit the currency when you buy items in foreign currencies.
If you store stock in more than one location, you may need to move material items between them for sales. In this module, learn how to transfer materials between locations.
Learn how to use the stock adjustment tool. This can be used to complete stock adjustments in bulk if you have done a stock take and need to update a list of stock levels for material items.
Barcodes are used in TidyStock to quickly search for and identify material items. In this module, learn how to add items by scanning the barcode, search for items using their barcode, and add items to sales using barcodes.
In this module, learn how to disable, archive, and delete material items. If you are no longer selling or keeping stock of certain items, you can choose to archive or disable them. If there is no sales or purchase history against a specific item, you can also delete it.
Stock on hand reports show you the stock levels of your material items. They show a breakdown and total cost value of current stock on hand.
An assembly is a top-level finished product compromised of individual material item components. They can also be referred to as a "bill of materials". In this module, learn how to set up an assembly, how to use them, and what wastage in an assembly is.
In this module, learn how to complete a stock adjustment. Stock adjustments are done to manually modify the stock level or value of managed items.
Service expenses are third-party landing costs which are allocated to purchase orders and distributed across the items within those purchase orders. These costs are added to the items' unit cost. They also affect the value of stock on hand in Xero.
In this module, learn how to add quantity breaks to materials. This is a type of custom pricing where discounts are given to customers based on the quantity of an item purchased. This is particularly useful when customers make bulk purchases.
In this module, learn how to send an invoice without dispatching stock. You will be able to send an invoice and take payment from the customer first, then order the goods in and dispatch the stock to the customer later.
In this module, learn how to credit a sale when customers return items they have purchased from you, or ask for a refund
Backorders are created when you want to enter a sale, but not invoice the customer at this stage. You can also create backorders to just get the sale into the system for further details to be added later.
Sale orders are created when you want to sell stock to a customer. In this module, learn how to create a new sales order and what different sales order statuses mean.
In this module, learn how to set up pricing levels. These are used when you want to sell items at different prices to the unit charge you set up in the material items' details
Previously, we created and sent a purchase order to a supplier. In this module, learn how to receive the items on the purchase order when stock has arrived. Once the items have been received, a bill payable is created in your connected Xero account.
You can credit/refund Purchase Orders that have been receipted. This takes the goods out of stock and returns them to the supplier. A Supplier Credit Note is also created in Xero to that Supplier.
Purchase orders are created when you want to purchase stock from a supplier. In this module, learn how to create a new purchase order and what different purchase order statuses mean.
If you want to purchase components to create an assembly, the "Purchase Order from Assembly" feature in Tidy makes it easy to ensure you order all of the material items required. In this module, learn how to create and receive purchase orders from an assembly.