Minimum stock & reorder: restock in time, even without an event

Univents can warn you before an item runs low in stock — and suggest a matching order right away. This works independently of whether the reorder belongs to a particular event: restocking the shelf doesn't need one.

Prerequisite: set a minimum stock on the product

1. Open Inventory, select a product of type Item or Rental, and go to the Price & stock section.
2. Enter the quantity you want to reorder at in the Minimum stock field.
3. If Unlimited stock is enabled on the product, the field is disabled — there's no meaningful reorder point for a product that doesn't track stock.

Recipes, bundles, and service products don't have their own minimum stock — they don't carry their own stock level.

Maintaining many products at once is faster via the Excel import: the Minimum stock column on the products template fills exactly this field — see Import products. A minimum stock that's already set is never overwritten; a repeated import only fills in what's still empty on the product.

Minimum stock is independent of the Minimum quantity field, which sets the smallest order quantity in your public booking page's webshop. The two fields have nothing to do with each other.

Opening the reorder view

In the inventory header, the Low tile shows the number of products whose stock has reached or fallen below their minimum stock. Clicking the tile takes you straight to the reorder view.

There, each row shows:

• the current stock and the configured minimum stock,
• a suggested order quantity (the gap to the minimum stock) — adjustable before you adopt it,
• the product's supplier,
• under the product name, when it applies, which event(s) need the item in the coming weeks — so you can tell at a glance how urgent the reorder is.

A product without a supplier on file still appears in the list (missing it is worse than an incomplete row) — with a No supplier on file note and a direct link to the product to add one.

Acting from inside an event

Notice something running low while you're in an event's Buchungen tab? You don't have to leave the event to do anything about it. If a product booked there is currently at or below its minimum stock, an area appears above the supplier order box listing exactly those items — stock, minimum stock, and an editable quantity (pre-filled with the gap to minimum stock). It only shows up when a booked product is actually low — otherwise it stays hidden.

Each item there has two separate actions:

• Restock — books the entered quantity straight onto stock, no supplier, no email. This is the everyday case: you already sourced the goods yourself (from your own storage, a direct purchase at the wholesaler, etc.) and just need to record the new stock level. The movement's reason in the stock history notes that it came from this event.
• Add to supplier order — if a supplier is on file for this item, this works exactly like in the reorder view: it creates a draft order, or adds to an existing one. Nothing is sent — you trigger that separately with Send now in the reorder view.

If no supplier is on file for an item, the area instead shows No supplier on file with a link to add one on the product — you can still restock it right away.

The area still links to the workspace-wide reorder view too, for the full picture across all events.

Adopting suggestions into an order

1. Select the suggestions you want to order, adjusting quantities if needed.
2. Click Add to order.

Univents then creates a draft per supplier, or adds the new items to an already-open draft. Nothing is sent at this step yet — the supplier doesn't receive a mail.

Sending the order

The lower section of the reorder view ("Orders without an event") lists every open draft, grouped by supplier. Only clicking Send now actually emails the order to the supplier.

From there, these orders behave exactly like regular supplier orders — mail to the supplier, a partner-portal link to confirm, and a goods receipt. For what happens after sending (confirmation, goods receipt, PDF), see Creating, Sending & Closing Supplier Orders.

After sending, Univents honestly shows you whether the mail actually reached the supplier — for example if no email address is on file. If it didn't, the order stays visible in the reorder view and you can trigger it again with Resend once the issue is fixed.

Frequently asked questions

Does it order automatically once stock gets low? No. There's no automatic sending. You decide for each suggestion whether and how much to adopt, then send the order yourself with a separate, deliberate click.

What's the difference to supplier orders inside an event? Supplier orders inside an event are built from the items booked there. This reorder flow is independent of any event — handy for general restocking or ad-hoc purchases that don't belong to a specific event.

Can I change the suggested quantity? Yes, every suggested quantity can be adjusted in the reorder view before you adopt it.

Why doesn't the suggested quantity round to full packages for some products? The suggested quantity is deliberately the plain gap to the minimum stock. If the product has a packaging size on file, Univents also shows a hint for roughly how many packages that is — but that's for orientation only and never changes the suggested quantity itself.

A product has no supplier — can I still reorder it? Only once you've added a supplier to the product. The Add a supplier now link in the reorder view takes you straight there. Restocking without a supplier always works, though — that action doesn't need one.

What's the difference between "Restock" and "Add to supplier order" in the Buchungen tab? "Restock" only changes your stock level in Univents — handy when you already sourced the goods yourself or are transferring from another location. "Add to supplier order" instead creates a draft order for your supplier; stock only changes once you later record the goods receipt. Either way, Univents never orders anything on its own — every action is a deliberate click.