Reviewing stock levels and low-stock items | Spendive Help

Reviewing stock levels and low-stock items

Audience: Inventory administrators, warehouse managers and approvers

Review stock levels regularly so item requests do not fail and purchasing can begin before products run out.

WHERE TO CHECK

1. Open Inventory > Products.
2. Review the summary figures for In Stock, Low in Stock and Out of Stock.
3. Search for a product by name or SKU.
4. Open the product to review its quantity and warehouse activity.

WHAT THE STATUSES MEAN

- In Stock: quantity is available for requests or issues.
- Low in Stock: quantity is approaching the configured threshold and needs attention.
- Out of Stock: no quantity is available in the relevant warehouse.

A product may be available in one warehouse and unavailable in another. Always confirm the warehouse before deciding that the organisation has no stock.

WHEN STOCK IS LOW

1. Check whether another warehouse has available quantity.
2. If stock exists elsewhere, create a stock transfer.
3. If the recorded quantity is wrong, investigate the difference and create an authorised inventory adjustment.
4. If the organisation needs more stock, create a purchase request and complete receiving when it arrives.

PERIODIC CONTROL CHECKS

- Review low-stock and out-of-stock lists at an agreed frequency.
- Compare physical counts with the quantities recorded in Spendive.
- Investigate unusual adjustments, repeated shortages and transfers that remain Approved but not Completed.
- Keep product units and warehouse assignments consistent.
- Export the catalogue when a wider reconciliation or offline review is required.

COMMON PROBLEMS

- Quantity differs from the physical count: do not edit transactions; investigate and use an inventory adjustment with a reason.
- Item request fails although stock exists: confirm the request is using the correct warehouse and unit.
- Low-stock warning is unexpected: review the product threshold and recent issues, transfers and receipts.
- Product is missing: confirm the product is active and not duplicated under another name.

RELATED GUIDES

- Creating a product
- Making an inventory adjustment
- Transferring stock between warehouses
- How to receive inventory from a purchase order

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