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.
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 three editable fields:
Field | What it means | Example |
Min | Reorder point - when stock falls to or below this number, EasyScan will flag the product as needing reorder | If you never want to drop below 10 units, set Min to |
Max | Target level - the quantity you want to restock up to when placing an order | If you always want 50 units on hand, set Max to |
MOQ | Minimum order quantity - the smallest amount your supplier will accept for this product | If your supplier requires ordering in batches of at least 12, set MOQ to |
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.
Step 5: Save
Once you've entered your Max 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.
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.
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 three options:
Option | Default | What it does |
Filter by reorder point | Off | Only suggests quantities for items where current stock + incoming is at or below their Min value. Items without a Min set, or items above their Min, are set to 0. |
Apply target levels | On | Calculates the order quantity needed to reach each product's Max level. Items without a Max set are left unchanged. |
Enforce minimum order quantity | Off | Ensures that any suggested quantity meets the product's MOQ. If the calculated quantity is below the MOQ, it gets bumped up to the MOQ. This option requires "Apply target levels" to be enabled. |
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.
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