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Reorder Suggestions Reorder suggestions help you decide what needs to be ordered based on ingredient stock, storage units, preferred vendors, and reorder rules.
Bestellfix can monitor stock levels and create suggested orders when ingredients fall below the configured threshold.
What Reorder Suggestions Do With reorder suggestions, you can:
Create reorder rules for ingredients
Set minimum stock levels
Connect ingredients to preferred vendors
Generate suggested orders automatically
Review suggested quantities before ordering
Adjust suggested quantities
Dismiss or snooze suggestions
Convert suggestions into order previews
Mark suggestions as ordered
Recalculate suggestions manually
Why Reorder Suggestions Are Useful Reorder suggestions connect inventory control with purchasing.
Without reorder suggestions With reorder suggestions Low stock must be checked manually Low stock can create suggestions Ordering depends on memory Ordering is based on stock data Important items may be missed Critical items are highlighted Ordering is less structured Suggestions can be reviewed and adjusted
Basic Workflow
Create ingredients
Set up storage units
Map vendor products to ingredients
Create reorder configurations
Review suggested orders
Adjust quantities if needed
Create or send the order
Mark the suggestion as ordered
Reorder Configurations A reorder configuration defines when an ingredient should be suggested for ordering.
A configuration can include:
Field Meaning Company Company that owns the rule Ingredient Ingredient to monitor Storage unit Specific storage unit to monitor Preferred vendor Vendor that should supply the item Minimum stock Stock level that triggers a suggestion Target stock Desired stock level after reordering Active status Whether the rule is used Excluded storage units Storage units ignored by this rule
Storage Unit Logic A reorder rule can apply to one storage unit or to multiple storage units.
Setup Meaning Specific storage unit selected Only this storage unit is checked No storage unit selected The rule can apply across storage units Excluded storage units selected These storage units are ignored
Excluded storage units only apply when the reorder configuration is not limited to one specific storage unit.
Create a Reorder Rule To create a reorder rule:
Go to Inventory → Reorder Suggestions
Open the reorder configuration area
Select an ingredient
Select a storage unit if needed
Choose a preferred vendor if available
Enter the minimum stock level
Enter the target stock level
Save the configuration
Example Reorder Rule Field Value Ingredient Tomatoes Storage unit Main kitchen Minimum stock 5 kg Target stock 25 kg Preferred vendor Fresh Food Supplier
If tomato stock in the main kitchen falls below 5 kg, Bestellfix can suggest ordering enough to reach the target stock.
Suggested Orders A suggested order is created when Bestellfix detects that stock should be replenished.
A suggested order can contain one or more suggested order items.
Field Meaning Vendor Suggested supplier Storage unit Storage location that needs stock Status Current state of the suggestion Urgency Priority of the suggestion Suggested order date Recommended ordering date Items Products or ingredients suggested for ordering
Suggested Order Items Each suggested order item represents one item that may need to be ordered.
Field Meaning Ingredient Ingredient that needs stock Vendor product Product that can be ordered Suggested quantity Quantity calculated by Bestellfix Adjusted quantity Quantity manually changed by the user
You can adjust the suggested quantity before creating the final order.
Statuses Suggested orders can have different statuses.
Status Meaning Pending Suggestion is active and needs review Snoozed Suggestion is hidden until a future date Dismissed Suggestion was rejected Ordered Suggestion was handled and marked as ordered
By default, Bestellfix shows pending suggestions and hides snoozed suggestions until the snooze date has passed.
Urgency Suggestions can be sorted by urgency.
Urgency Meaning Critical Stock needs attention soon Low Stock is low but less urgent
Critical suggestions are shown first.
Review Suggested Orders To review suggestions:
Open Inventory → Reorder Suggestions
Review pending suggestions
Check the vendor
Check the storage unit
Review each suggested item
Adjust quantities if needed
Decide whether to order, snooze, or dismiss
Adjust Suggested Quantities You can manually adjust the quantity of a suggested order item.
Use this when:
You want to order more than suggested
You want to order less than suggested
The vendor has minimum order quantities
You know a delivery is already coming
You want to round to full boxes, crates, or packs
Example:
Ingredient Suggested quantity Adjusted quantity Tomatoes 18 kg 20 kg Milk 7 L 12 L Flour 4.5 kg 5 kg
Order Preview Before creating an order, Bestellfix can create an order preview from a suggestion.
The preview prepares the data needed for the ordering flow.
It can include:
Field Meaning Vendor Supplier for the order Delivery location Location connected to the storage unit Items Products to order Quantities Suggested or adjusted quantities Message Optional order note
The preview can then be used to create a draft, scheduled order, or sent order.
Mark as Ordered After a suggestion has been handled, it can be marked as ordered.
This can also link the suggestion to an order.
Use this when:
You created an order from the suggestion
You placed the order outside Bestellfix
You want to remove the suggestion from the pending list
Dismiss a Suggestion Dismiss a suggestion when you do not want to order it.
Common reasons:
The stock count is wrong
The product is no longer needed
The item is seasonal
A delivery is already expected
The suggestion is not relevant
You can store a reason when dismissing a suggestion.
Snooze a Suggestion Snooze a suggestion when it should return later.
Use snooze when:
You want to order next week
You are waiting for a delivery
You want to check stock again later
The item is not urgent today
Example:
Action Result Snooze until Friday Suggestion is hidden until Friday Snooze until next week Suggestion returns next week
Reopen a Suggestion A dismissed or snoozed suggestion can be reopened.
When reopened:
Status becomes pending
Snooze date is cleared
Dismissal date is cleared
Dismissal reason is cleared
Recalculate Suggestions You can manually trigger recalculation for a company.
Use recalculation when:
New stock was received
Inventory counts were posted
Reorder rules were changed
Product mappings were updated
Storage units were changed
Suggested orders look outdated
Recalculation may run in the background. The suggestions may update after processing is complete.
Product Mapping Requirement Reorder suggestions work best when ingredients are connected to vendor products.
This connection is handled through product mapping.
Requirement Why it matters Ingredient exists The system needs stock data Vendor product exists The system needs something to order Product mapping exists The system needs the conversion factor Preferred vendor is set The system can group suggestions by supplier
If product mapping is missing, Bestellfix may know that stock is low but may not know which vendor product should be ordered.
Storage Unit Requirement Suggestions are connected to storage units.
A storage unit helps Bestellfix understand where stock is low.
Examples:
Storage unit Typical reorder use Main kitchen Fresh daily-use ingredients Cold room Dairy, meat, fish, chilled products Dry storage Flour, sugar, dry goods Bar storage Drinks and bar items Freezer Frozen products
Suggested Orders and Delivery Locations When creating an order preview, the storage unit can be connected to delivery locations.
This helps Bestellfix prepare the order with the correct delivery destination.
Example:
Storage unit Delivery location Main kitchen Restaurant delivery entrance Bar storage Bar delivery point Cold room Goods receiving
A suggested order may be connected to a vendor or vendor contact.
Bestellfix filters out invalid or deleted vendor contacts when listing suggestions.
This helps keep suggestions clean and prevents ordering from inactive contacts.
Suggested Orders and Deleted Products Bestellfix only shows suggestions that still contain valid, non-deleted vendor products.
If a vendor product was deleted, the suggestion may no longer be shown.
Filtering Suggestions You can filter suggestions by:
Filter Meaning Company Show suggestions for one company Storage unit Show suggestions for one storage location Urgency Show only critical or low suggestions Status Show pending, snoozed, dismissed, or ordered suggestions
Counts Bestellfix can show counts by status.
Count Meaning Pending Suggestions waiting for action Snoozed Suggestions hidden until a future date Dismissed Suggestions rejected Ordered Suggestions marked as handled Total All suggestions
Example Suggestion Field Value Storage unit Main kitchen Vendor Fresh Food Supplier Urgency Critical Ingredient Tomatoes Current stock 2 kg Minimum stock 5 kg Target stock 25 kg Suggested quantity 23 kg
Because current stock is below the minimum level, Bestellfix suggests ordering enough to reach the target level.
Example Suggested Order Vendor Storage unit Item Suggested quantity Adjusted quantity Fresh Food Supplier Main kitchen Tomatoes 23 kg 25 kg Fresh Food Supplier Main kitchen Cucumbers 8 kg 10 kg Fresh Food Supplier Main kitchen Lettuce 12 pieces 12 pieces
The adjusted quantities can then be used for the final order.
Common Workflows Create Reorder Rules
Review your most important ingredients
Decide minimum stock levels
Decide target stock levels
Select the preferred vendor
Save reorder configurations
Recalculate suggestions
Review Daily Suggestions
Open reorder suggestions
Check critical suggestions first
Review quantities
Adjust quantities if needed
Create an order preview
Send or schedule the order
Snooze a Suggestion
Open the suggestion
Choose Snooze
Select the date
Save
The suggestion returns after the snooze date.
Dismiss a Suggestion
Open the suggestion
Choose Dismiss
Add a reason if useful
Save
The suggestion is removed from the pending list.
Reopen a Suggestion
Open dismissed or snoozed suggestions
Select the suggestion
Click Reopen
Review it again as pending
Troubleshooting No Suggestions Appear Check that:
Reorder configurations exist
Ingredients exist
Storage units exist
Stock is below the minimum level
The configuration is active
The company ID is correct
Suggestions were recalculated
Suggestion Has No Valid Items Check that:
Vendor products still exist
Vendor products are not deleted
Product mappings are still valid
The preferred vendor is correct
Suggested Quantity Looks Wrong Check:
Current stock level
Minimum stock level
Target stock level
Unit conversion
Product mapping factor
Recent receipts
Recent stock counts
Transfers between storage units
Suggestion Is Hidden Check whether the suggestion is:
Snoozed
Dismissed
Marked as ordered
Connected to a deleted product
Connected to a deleted storage unit
Connected to an inactive vendor contact
Snoozed Suggestion Does Not Show Snoozed suggestions are hidden until the snooze date has passed.
Check the snooze date or filter by status snoozed.
Cannot Add Excluded Storage Unit Excluded storage units only apply when the reorder configuration is not tied to one specific storage unit.
If the configuration already has a storage unit, remove that storage unit first or create a broader rule.
Order Preview Is Missing Data Check that:
The suggestion has valid items
Vendor products are active
Product mappings exist
Storage unit has delivery locations
Vendor relationship or vendor contact exists
Best Practices Start With Important Ingredients Do not configure every ingredient at once.
Start with high-value or operationally critical items.
Examples:
Meat
Fish
Dairy
Wine
Beer
Core vegetables
Dry goods used daily
Use Practical Minimum Levels Set minimum stock based on real usage and delivery lead time.
Example:
If you use 5 kg tomatoes per day and deliveries take 2 days, the minimum stock should be above 10 kg.
Use Target Levels for Real Ordering The target level should reflect how much you normally want after ordering.
Example:
Ingredient Minimum Target Tomatoes 5 kg 25 kg Flour 10 kg 50 kg Milk 12 L 48 L
Review Suggestions Before Ordering Suggestions should support decisions, not replace common sense.
Always check:
Current events
Upcoming reservations
Menu changes
Existing deliveries
Seasonal demand
Keep Product Mappings Clean Reorder suggestions depend on correct vendor product mappings.
Review mappings regularly, especially when vendors change pack sizes or products.
Use Adjusted Quantities Use adjusted quantities to round suggested amounts to real ordering units.
Example:
Suggested Better adjusted order 7.4 kg 10 kg 13 bottles 12 or 24 bottles 2.3 crates 3 crates
Summary Reorder suggestions help turn inventory data into purchasing decisions.
They help you:
Detect low stock earlier
Create structured reorder rules
Review critical ingredients
Prepare vendor orders faster
Reduce manual stock checking
Improve purchasing accuracy
Related Articles
Ingredients Manage the ingredient master list used for stock tracking and reorder rules.
Storage Units Manage the storage locations used for stock checks and reorder suggestions.
Product Mapping Connect vendor products to internal ingredients and conversion factors.
Receiving Orders Receive vendor orders and update ingredient stock.
Inventory Alerts Monitor threshold breaches and low-stock situations.
Orders Create, send, schedule, and manage vendor orders.
Inventory Reports Analyze stock levels, movements, costs, and ingredient activity.
Inventory Ledger Review stock movements such as receipts, issues, waste, transfers, and adjustments.
