How to Set Stock Thresholds
A guide for Hospital Admins on configuring minimum stock levels that trigger automatic reorder requests.
What is a Threshold?
A threshold is the minimum stock level for a product. When stock drops below this level, SmartSupply automatically creates a supply order draft for the Purchase Manager to review.
Without thresholds set, no automatic ordering happens. Think of it like setting a low-fuel warning light in a car — the threshold determines when the warning fires.
Step 1: Go to the Thresholds Page
Login as Hospital Admin. In your navigation, go to Products & Thresholds.
You will see a list of all products your hospital tracks, with their current stock level and current threshold side by side.
Step 2: Find the Product and Adjust the Threshold
Use the search bar to find the product you want to configure. Click on the product row to open the threshold editor.
Set the following values:
Minimum Quantity: stock must not fall below this number. When it does, an order is triggered.
Reorder Quantity: how many units to order each time. This should be enough to last your ward until the next expected delivery.
Critical Level: an emergency threshold, lower than the minimum. If stock falls to this level, the alert is escalated immediately (bypasses quiet hours for the Purchase Manager).
Step 3: Higher Multipliers for Critical Items
Surgical items (gloves, drapes, cannulas) and emergency items (adrenaline, crash cart supplies) should have higher thresholds than routine consumables.
A good rule of thumb: set the minimum quantity to cover 7–10 days of consumption, and the reorder quantity to cover 30 days.
Step 4: Click Save
Click Save on the product row. The new threshold takes effect at the next scheduled check (every 15 minutes).
You can update thresholds at any time — for example, if consumption increases during a high-season.
How Auto-Ordering Works
Every 15 minutes, SmartSupply scans all products and compares current stock against the threshold. Products below threshold are grouped into a single order per supplier and placed in the Purchase Manager's approval queue.
The system does not place orders automatically — the Purchase Manager always reviews and approves before any order is confirmed with the supplier.
Frequently Asked Questions
What is the criticality multiplier?
The criticality multiplier adjusts the reorder quantity based on how critical a product is. A multiplier of 1.0 means the standard reorder quantity. A multiplier of 1.5 means 50% more is ordered each time. Use higher multipliers for life-critical items to maintain a larger safety buffer.
What if I set the threshold too high?
If the threshold is set too high, the system will trigger orders more frequently — you may end up with more stock than you need. Start with recommended values (the system suggests defaults based on your hospital type and bed count) and adjust after 2 weeks of actual usage data.
Troubleshooting
Problem: The Purchase Manager says no orders are appearing in her approval queue, even though some products are low in stock.
Solution: Check whether thresholds are set for those specific products. If the threshold is blank or zero, the system treats the product as not requiring automatic ordering. Set the threshold and the next 15-minute check will create the order.
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