Reorder stock automatically

The recipe that turns the "I called the supplier and then found two cartons in the back room" problem into a forecasted, drafted, confirm-and-go flow.

The scene

It's Wednesday morning. You think you're running low on chargers — that big shipment you sold last weekend. You call TechVend, ask for 50. You hang up. Then your cashier mentions she found two cartons under the counter from the previous month's PO. You've over-ordered by 30 units; cash is now tied up in dead stock for three months.

The Process agent watches your stock movements daily. It knows your real position better than you do. This recipe is how to lean on it.

The steps

1. Wait for the agent to flag

You don't kick this off manually most weeks. The Process agent runs a daily check. When any SKU drops near its reorder point, it shows up on Home:

3 SKUs approaching reorder Tap to review →

Tap.

2. Read the suggestion

The Reorder screen shows each at-risk SKU with the agent's recommendation:

Two things to look at:

• Days to stockout — when do you actually run out? The agent uses your 30-day sell-through rate; you can ask it to use a different window.
• Suggested order — quantity covers ~30 days of forward demand + the vendor's lead time + a small buffer.

3. Adjust if needed

For each SKU, you can:

• Accept the suggestion
• Edit the quantity
• Skip (don't order now)
• Change vendor (the agent suggested TechVend; you want to use Accessory Bazaar this time)

The Process agent uses the vendor with your best historical on-time + price match. You can override per order or change the default under Settings → Operations → Vendors.

4. Draft the PO

Tap Draft PO. The agent groups by vendor, drafts one PO per vendor:

PO #PO-2026-047
To: TechVend Solutions
Items:
  USB-C Fast Charger × 60 @ ₹420 = ₹25,200
GST: ₹4,536
Total: ₹29,736
Expected delivery: 3 days
Payment terms: Net 30 (as per vendor master)

5. Confirm and send

Review each PO. If it looks right, tap Send. The PO goes via:

• Email to the vendor's recorded email
• WhatsApp (if the vendor prefers it and the number is on file)
• Or you can choose to download as PDF and send via your own channel

The PO is now tracked. You'll see status (Sent → Acknowledged → In transit → Received) as it progresses.

The gotchas

Don't auto-confirm the agent's defaults

The first few weeks, the agent's quantities will be too cautious or too aggressive depending on your sales pattern. Look at "days to stockout" and "suggested order" together. If you'd rather order more often in smaller batches, set a smaller days_of_cover target under Settings → Operations → Reorder rules.

The agent learns from your overrides. After ~30 overrides, it gets calibrated to your style.

Festival spikes need manual override

A normal sell-through rate of 2/day might spike to 20/day during Diwali. The agent doesn't know Diwali is coming unless you tell it. Two ways to handle:

• Set a festival surge multiplier for the SKU (Diwali: × 4)
• Manually order ahead in the week before — the agent's suggestions are wrong for that period

Most retail workspaces in India do a manual pre-Diwali order in late September, then let the agent take over for the rest of the year.

Vendor master must be set up

The agent can only recommend a vendor it knows about. Set up your top 10 vendors under Settings → Operations → Vendors with:

• Vendor name
• Default products they supply
• Typical price
• Typical lead time
• On-time history (the agent fills this in over time)
• Contact email / WhatsApp

One-time, takes 20 minutes. After that, every reorder is one tap.

Goods receipt closes the loop

When the order arrives, do a Goods Receipt (GRN):

1. Open the PO
2. Tap Receive
3. Confirm quantities (sometimes you receive less than ordered — short supply)
4. Confirm condition (any damaged units)
5. Save

The stock updates. The PO closes. If quantities or amounts don't match, the agent flags a 3-way mismatch (PO vs GRN vs vendor invoice). Don't skip GRN — it's where vendor disputes start (or end).

Backorders happen

If a customer wants a SKU you're out of, thola lets you sell on backorder. The customer's bill records "backordered." When the next PO is received, the Process agent prompts you to fulfil pending backorders in order.

What you'll feel after a quarter

Three things settle:

1. Stockouts drop. Most retail workspaces see a 40–60% reduction in stockouts within 60 days of running daily reorder reviews.
2. Cash tied up in dead stock drops. You stop over-ordering "just in case" because the agent's days-to-stockout number is more accurate than your gut.
3. Vendor relationships get cleaner. GRN discipline catches short supplies and damaged units early; vendor scorecards update; the bad vendors get phased out.

What's next

• Bill a customer in 9 seconds — the upstream that produces stock movements
• Reconcile end-of-shift — keeps stock accurate
• Reference → Inventory — deeper inventory model