Documentation Index

Fetch the complete documentation index at: https://help.mathership.com/llms.txt

Use this file to discover all available pages before exploring further.

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Inventory Alerts

Inventory alerts help you monitor ingredient stock levels and identify problems before they affect service. Use alerts to track when an ingredient falls below a minimum stock level or rises above a maximum stock level.

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What are inventory alerts?

An inventory alert is a rule that watches the stock level of an ingredient. An alert can be linked to:

• A company
• An ingredient
• A storage unit
• A minimum or maximum threshold
• An active or inactive status

When the stock level crosses the defined threshold, Mathership can show the alert in your inventory dashboard.

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When to use inventory alerts

Use inventory alerts when you want to:

• Avoid running out of important ingredients
• Monitor critical stock items
• Track overstock situations
• Keep an eye on expensive ingredients
• Improve purchasing decisions
• Support reorder planning

Examples:

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Viewing inventory alerts

To view inventory alerts:

1. Go to Inventory
2. Open Inventory Alerts
3. Select your company if needed

The alert list shows your configured alerts and their current status. Depending on your setup, you may see:

• Ingredient
• Storage unit
• Threshold value
• Alert type
• Active status
• Hidden status
• Created date

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Creating an inventory alert

To create a new alert:

1. Go to Inventory → Inventory Alerts
2. Click Add Alert
3. Select an ingredient
4. Select a storage unit
5. Choose the alert type
6. Enter the threshold value
7. Save the alert

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Alert types

Inventory alerts are usually based on threshold rules.

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Minimum stock alert

A minimum stock alert is triggered when stock falls below the defined value. Use this for ingredients you always want to keep available. Example:

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Maximum stock alert

A maximum stock alert is triggered when stock rises above the defined value. Use this to avoid overstock, waste, or unnecessary tied-up capital. Example:

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Choosing an ingredient

Each alert must be linked to an ingredient. The ingredient should already exist in your ingredient master list. If the ingredient does not exist yet, create it first. See Ingredients for more details.

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Choosing a storage unit

Alerts can be linked to a specific storage unit. Examples:

• Main kitchen
• Cold room
• Dry storage
• Bar storage
• Freezer

This is useful when the same ingredient exists in multiple storage locations. Example:

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Threshold value

The threshold value defines when the alert should appear. Use the ingredient’s base unit when entering the threshold. Examples:

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Active and inactive alerts

An alert can be active or inactive. Use active when the alert should be checked and shown when triggered. Use inactive when you want to keep the alert configuration but temporarily stop using it. Examples:

• Seasonal ingredients
• Temporary menu items
• Ingredients not currently in use
• Test alerts

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Hidden alerts

Alerts can be hidden from the dashboard. Use this when an alert is known but does not need attention right now. Hidden alerts are not the same as deleted alerts.

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Dashboard alerts

The dashboard shows active, non-hidden alerts. This helps your team quickly see which stock issues need attention. The dashboard can show:

• Active low-stock alerts
• Ingredients still below threshold
• Alert history that is still relevant
• Critical items that need action

See Dashboard for more details.

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Alert history

Mathership can keep a history of alert events. Alert history helps you understand:

• When an alert was triggered
• Which ingredient was affected
• Which storage unit was affected
• Whether the threshold breach is still active
• How often the same item causes problems

This is useful for improving purchasing, storage, and stock count routines.

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Hiding alert history

You can hide individual alert history entries. This is useful when:

• The issue has already been handled
• The alert is not relevant anymore
• You want to clean up the dashboard
• A known exception should not distract the team

Hidden history entries can be excluded from active dashboard views.

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Editing an inventory alert

To edit an alert:

1. Go to Inventory Alerts
2. Select the alert
3. Update the settings
4. Save your changes

You can usually update:

• Ingredient
• Storage unit
• Threshold value
• Alert type
• Active status

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Deleting an inventory alert

To delete an alert:

1. Open Inventory Alerts
2. Select the alert
3. Click Delete
4. Confirm the deletion

Deleted alerts are removed from active use. Use deletion only when you are sure the alert is no longer needed.

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Typical workflow

A common inventory alert workflow looks like this:

1. Create ingredients
2. Create storage units
3. Receive stock into inventory
4. Create alert rules for important ingredients
5. Review dashboard alerts regularly
6. Reorder or transfer stock when needed
7. Hide resolved or irrelevant alerts
8. Adjust thresholds over time

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Example: Low stock alert

You want to be warned when ribeye stock in the cold room is too low. When the current stock falls below 10 kg, the alert can appear on the dashboard.

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Example: Overstock alert

You want to avoid storing too much flour. When stock rises above 100 kg, the alert can appear.

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Best practices

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Start with important ingredients

Do not create alerts for every ingredient immediately. Start with:

• Expensive ingredients
• Frequently used ingredients
• Ingredients with long delivery times
• Ingredients that often run out
• Ingredients that spoil quickly

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Use realistic thresholds

Thresholds should reflect your actual operations. Consider:

• Average daily usage
• Supplier delivery days
• Minimum order quantities
• Storage capacity
• Menu importance

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Review alerts regularly

If an alert appears too often, the threshold may be too high. If an ingredient runs out without warning, the threshold may be too low.

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Keep storage units clean

Alerts work best when stock is posted to the correct storage unit. Make sure receipts, waste, transfers, and stock counts use the right storage location.

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Combine alerts with reorder suggestions

Inventory alerts show stock problems. Reorder suggestions can help turn those problems into order proposals. See Reorder Suggestions for more details.

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Common problems

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Alert does not appear

Check that:

• The alert is active
• The alert is not hidden
• The ingredient belongs to the selected company
• The storage unit is correct
• The current stock actually crossed the threshold
• Stock movements have been posted

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Alert appears even though stock was corrected

Check that:

• The correction was posted to the same storage unit
• The stock count was posted
• The receipt was completed
• The transfer was completed
• The dashboard was refreshed

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Wrong quantity is used

Check:

• Ingredient base unit
• Product mapping conversion factor
• Storage unit selection
• Recent ledger movements
• Stock count adjustments

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Too many alerts

Try to:

• Raise minimum thresholds only where needed
• Hide resolved alerts
• Deactivate seasonal alerts
• Focus on operationally important ingredients

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Related pages