Low Stock Alerts
A low stock alert warns you when the available stock of an item drops to a level you choose. You get a notification in the bell, and the colleagues you pick also get an email. You set one alert per stock item.
Who It Is For
Merchants and warehouses that use QrX warehouse stock (Simple stock or Full WMS).
Merchants whose stock is held by a fulfilment partner: you can set your own alerts on that stock.
Where to Find It
Warehouse > Stock, open an item: the card Low stock alert, below the other cards. A product that is linked to one stock item shows the same card on its Stock tab.
The bell icon Low stock alerts at the top of the stock list, or the card with the same name in Settings > Warehouse > Stock: the list of all your alerts.
The tab Low stock alert of the stock list and the row Low stock alerts on the warehouse dashboard: what is low right now.
Settings > Business > Stock at partners: alerts on stock a fulfilment partner holds for you.
Set an Alert on One Item
Go to Warehouse > Stock and open the item. Scroll to the card Low stock alert.
Switch on Alert on. You can switch an alert off later without losing its settings.
Fill in Alert level (pieces): a whole number from 0 to 1,000,000. The item is low when the available units are at or below this number. Use the order level fills in the order level of the Purchasing tab, when the item has one.
With more than one warehouse, choose under Counts stock in one warehouse or All warehouses together (the stock of all warehouses added up).
Under Also email and alert the phone of choose up to 20 colleagues. Leave the field empty (Nobody, bell only) when the bell is enough.
Click Save alert. The card saves on its own: the Save button at the top of the page does not save it.
The top of the card shows State (Low now, Above alert level, Switched off or No alert), Available now, Alert level and Low since. Remove alert (the bin icon) deletes the alert after you confirm.
When an Alert Fires and When It Clears
QrX looks at the available units: what you can still sell, so the stock on hand minus what open orders reserved.
You get one alert when the available units drop from above the alert level to the level or below it.
The alert is not repeated while the item stays low.
As soon as the available units are above the level again, the alert is cleared. The next drop sends a new alert.
Saving an alert for an item that is already low does not send an alert. The item shows Low now and you hear about the next drop.
An alert that is switched off is never low and sends nothing.
A stock change is picked up within about a minute.
Who Is Told
Bell. Every colleague whose role can view stock sees the notification in PortalX, for example "Low stock: TSHIRT-M". Click it to open the item. When several items drop at the same moment you get one notification, for example "Low stock: 3 items", which opens the stock list on the tab Low stock alert.
Email. The colleagues you chose on the alert get one email that lists their low items with SKU, name, available units, alert level and warehouse. A colleague only gets it while the account is active and the role can view stock. The email is in the language the colleague last chose in PortalX; without one, in the language of their Work app, then of the account's country, then English.
When the card shows "Emails are not sent yet. The bell still is.", emails are not switched on for your account yet. The bell always works.
The Low Stock Alerts List
Click the bell icon Low stock alerts at the top of the stock list. The list shows every alert, the newest first.
All alerts and Low now: every alert, or only the items that are low right now. With several warehouses you can also filter on one warehouse.
Columns: SKU, name, warehouse, Alert level, Available, State, Low since and Recipients.
New alert: pick the item under Choose an item, fill in the alert and click Save alert. If the item already has an alert, saving replaces it.
The icons at the end of a row: Edit alert, Copy alert to another item (the same settings, you only choose the item) and Remove alert.
Set the Same Alert on Many Items
In Warehouse > Stock, tick the checkboxes of the items.
Click Set low stock alert in the bar.
Fill in the alert and click Set alert.
You can select at most 500 items at a time. An alert these items already have is replaced.
See What Is Low Right Now
The tab Low stock alert of the stock list shows the items that are at or below their alert level. The bell notification and the dashboard open the list on this tab.
A low item shows the pill Low stock next to its name, on every tab.
The warehouse dashboard shows the number of low items in the row Low stock alerts. Above 99 it shows 99+.
In the QrX app, the Low stock card shows how many items are low ("12 low"), also above 50; above 1000 it shows 1000+.
Alerts for Stock at a Fulfilment Partner
When a fulfilment partner holds your stock, you set your own alerts in Settings > Business > Stock at partners.
Click Low stock alert (the bell at the end of a stock row) to set, change or remove the alert of that item.
For many items, tick their checkboxes and click Set low stock alert (at most 500 items). When the selected items are at more than one partner, the alert counts all warehouses of each partner.
The tab Low stock alerts lists your alerts, with All alerts, Low now, the partner filter (All partners) and New alert.
An alert counts all warehouses of that partner, or one of its warehouses.
Your alert and the alert of your partner on the same item are separate: each has its own level and its own recipients. Your partner does not see your alerts and you do not see theirs.
When the partner's access ends, your alerts on that partner's items stop. They are kept and work again when the access is active again.
Permissions
View stock: see the alerts, the lists and the bell notification.
Manage stock settings: set, change and remove alerts, also for many items at once. Without it you can open an alert with View alert.
Manage Partner Access: set, change and remove alerts on stock at a partner. With View stock only you can open them with View low stock alert.
Limits
One alert per stock item. A kit has no alert, because it holds no stock of its own.
At most 20 colleagues per alert and 500 items per bulk action.
The alert level is not the minimum of a pick face (that creates a replenish task for one bin) and not the order level of purchasing (that drives the purchase advice). An alert only tells you; it orders nothing.
Frequently Asked Questions
An item is low but I did not get an alert. Why?
Check four things: the item was already low when the alert was saved (you hear about the next drop), the alert is switched off, you are not chosen as a recipient for the email, or your role cannot view stock.
Can my own system receive the alert?
Yes. The webhook event stock/low is sent at the same moment as the bell. See the article "Stock and Warehouse Webhooks".
When to Contact Our Support Team
Contact QrX support when alerts do not arrive although the item dropped below its level after you saved the alert, or when the card says that emails are not sent yet and you want to use them.