Inventory Requirements

Part 1: Setting your inventory levels

Step 1: Open Inventory Requirements

From the EasyScan sidebar, go to Purchase orders, then click Inventory requirements in the top-right actions.

Step 2: Select your location

Use the location picker at the top of the page to choose which store or warehouse you want to set levels for. Each location has its own independent Min, Max, and MOQ values. Case qty is set per location too.

Step 3: Find your products

Use the search bar to find products by name, SKU, or barcode. You can also filter by vendor, product type, or tag to narrow things down.

Step 4: Set your values

For each product variant, you'll see the current Available and Incoming stock, plus four editable fields:

You can set any combination of these fields. For example, you might set only Max for simple restocking, or set all three for tighter control. Case qty works alongside any of them: it only rounds a quantity that is already being ordered, so it never creates an order on its own. If the same product also has a Case qty on the supplier's catalog, the supplier value is used for that supplier's purchase orders.

Step 5: Save

Once you've entered your Min, Max and/or MOQ values, click Save at the top of the page. You only need to do this setup once -- the values are saved and will be remembered for future purchase orders.

MOQ means a minimum, not a carton multiple. For example, an MOQ of 12 raises a recommendation of 8 to 12; it does not mean every order must be 12, 24 or 36. Review carton or supplier pack-size requirements separately.

Bulk setup: use the Inventory requirements CSV importer to load requirements for your selected location. Download its template, map the identifiers/values as prompted, review the matches and validation results, then confirm the import. This importer is separate from an inventory-count CSV: it sets reorder requirements, not Shopify stock quantities.

Tip: If you need to set the same Max for many products at once, click Bulk set max in the top-right corner. This will apply a single value to all products currently visible on the page. The same Bulk set menu can also fill Case qty (order multiple) for every visible product.

Part 2: Auto-filling quantities on a purchase order

Step 1: Create a purchase order

Go to Purchase orders and create a new purchase order as you normally would (set your supplier, destination, etc.).

Step 2: Add your products

Add products to the purchase order using any method you like - scan barcodes, use the product picker, or import via CSV.

Step 3: Click "Suggest quantities"

Once your products are added, you'll see a Suggest quantities link above the product list. Click it.

Step 4: Choose your options

A popup will appear with four options:

Choose the combination that fits your workflow and click Apply.

Step 5: Review the results

EasyScan processes each product through the options you selected, in order:

1. Filter by reorder point (if enabled) EasyScan checks whether the product actually needs reordering:

• Net position = Available stock + Incoming stock

• If the product has no Min set, it is skipped (set to 0)

• If net position is above the Min, the product is filtered out (set to 0)

• Only products at or below their Min continue to the next step

2. Apply target levels (if enabled) EasyScan calculates how much to order:

Order quantity = Max − (Available stock + Incoming stock)

For example, if Max is 50, you have 30 available, and 5 incoming, the order quantity is set to 15.

• Products already at or above their Max are set to 0

• Products without a Max set are skipped and left unchanged

3. Enforce minimum order quantity (if enabled) EasyScan checks the MOQ for any product that has a suggested quantity greater than 0:

• If the calculated quantity is below the MOQ, it gets bumped up to the MOQ

• Products with a quantity of 0 are not affected (EasyScan won't create an order just to meet an MOQ for a product that's already fully stocked)

For example, if the calculated order quantity is 8 but the MOQ is 12, the quantity is bumped up to 12.

4. Round up to case quantity (if enabled) EasyScan rounds any product with a suggested quantity greater than 0 up to a full case:

• If the quantity is not a multiple of the Case qty, it is rounded up to the next multiple

• Products with a quantity of 0 are not affected

• Rounding can take a quantity above the product's Max - a full case is the smallest amount the supplier will ship

For example, if the quantity after the MOQ check is 14 and the Case qty is 6, the quantity is rounded up to 18.

After suggestions are applied, any products with a quantity of 0 will prompt you to either remove them from the order or keep them.

Common scenarios

Scenario 1: Simple restocking (Max only) You just want to top up to a target level.

• Set: Max only

• Suggest quantities options: Apply target levels (on)

• Result: Each product is restocked up to its Max

Scenario 2: Reorder point + target level (Min + Max) You only want to reorder products that are running low, and restock them to a target.

• Set: Min and Max

• Suggest quantities options: Filter by reorder point (on) + Apply target levels (on)

• Result: Only products at or below their Min are included, and each is restocked up to its Max

Scenario 3: Full control (Min + Max + MOQ) You want to reorder low-stock products, restock to a target, and make sure every line meets your supplier's minimum.

• Set: Min, Max, and MOQ

• Suggest quantities options: All three options on

• Result: Only low-stock products are included, restocked to their Max, and any quantity below the MOQ is bumped up

Scenario 4: Full cases (Max + Case qty) Your supplier ships in packs and you want every line to be a whole number of cases.

• Set: Max and Case qty (add MOQ too if your supplier has one)

• Suggest quantities options: Apply target levels (on) + Round up to case quantity (on)

• Result: Each product is restocked to its Max, then rounded up to the next full case - Max 50 with a Case qty of 6 and 30 in stock suggests 24, not 20

Part 3: Case quantity when you enter quantities yourself

Case qty also applies when you type quantities on a purchase order by hand, scan items in, or use Smart Generate. EasyScan never changes a number you typed without asking - it flags it and offers to round up.

While you edit

If a line's quantity is not a multiple of its Case qty, a hint appears under the quantity field, for example "Not a multiple of case qty (6)". Lines that Smart Generate rounded up show a "Case qty applied" badge.

When you save

If any line is still off-case, a popup lists each one with its current quantity, Case qty, and the rounded quantity. You can:

• Round up and save - every listed line is bumped to the next full case and the order is saved

• Save anyway - keeps the quantities exactly as you entered them

• Cancel - go back and adjust the lines yourself

For example, with a Case qty of 6 and a quantity of 4, the popup offers to round the line up to 6. The same check runs when you mark a purchase order as ordered, with Continue anyway in place of Save anyway.

Which Case qty is used

EasyScan checks the supplier catalog first - each supplier can have its own Case qty per product. If the supplier has none, it uses the Inventory Requirements Case qty for the purchase order's destination location. If neither is set, no hint or popup appears.