{"id":19113,"date":"2026-06-19T09:51:06","date_gmt":"2026-06-19T09:51:06","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=19113"},"modified":"2026-06-26T04:00:16","modified_gmt":"2026-06-26T04:00:16","slug":"auto-purchase-replenishment-in-idempiere-for-retail","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/auto-purchase-replenishment-in-idempiere-for-retail\/","title":{"rendered":"Auto Purchase Replenishment in iDempiere for Retail"},"content":{"rendered":"\n

Step-by-step guide to configure Auto Purchase Replenishment in iDempiere for retail stock control, replenishment rules, scheduler setup, and PO generation.<\/p>\n\n\n\n

Introduction<\/strong><\/h2>\n\n\n\n

Auto Purchase Replenishment in iDempiere automatically monitors product stock and generates a Purchase Order whenever inventory falls below a configured minimum.<\/p>\n\n\n\n

In retail operations, it is set up at the product-warehouse level to maintain shelf availability without manual stock monitoring.<\/p>\n\n\n\n

Once triggered by the scheduler, the system calculates the required quantity and creates a draft Purchase Order, directly impacting inventory planning and procurement workflow.<\/p>\n\n\n\n

Prerequisites<\/strong><\/h2>\n\n\n\n
    \n
  • Vendor Master configured with Purchase Price List and Payment Term.<\/li>\n\n\n\n
  • Product Master configured as Active, Stocked, and Purchased.<\/li>\n\n\n\n
  • Product Purchasing tab configured with vendor and PO Price.<\/li>\n\n\n\n
  • Warehouse and Locator setup completed.<\/li>\n\n\n\n
  • Tax Category assigned to the product.<\/li>\n\n\n\n
  • Replenishment rule configured on the Product Replenish tab.<\/li>\n\n\n\n
  • Scheduler configured to run the Replenish Report process.<\/li>\n<\/ul>\n\n\n\n

    Business Rules<\/strong><\/h2>\n\n\n\n
      \n
    • Product must be Active, Stocked, and Purchased to qualify for replenishment.<\/li>\n\n\n\n
    • Vendor purchasing configuration is mandatory for automatic PO generation.<\/li>\n\n\n\n
    • Replenishment setup must exist for the product and warehouse combination.<\/li>\n\n\n\n
    • Replenishment triggers only when Available Quantity drops below Minimum Level.<\/li>\n\n\n\n
    • If Available Quantity equals Minimum Level, replenishment is not triggered.<\/li>\n\n\n\n
    • Maximum Level defines the target stock quantity after replenishment.<\/li>\n\n\n\n
    • Purchase quantity is calculated automatically as Maximum Level minus Available Quantity.<\/li>\n\n\n\n
    • Scheduler execution is required to trigger replenishment processing.<\/li>\n\n\n\n
    • Source Warehouse must remain blank for Purchase Order replenishment.<\/li>\n\n\n\n
    • If Source Warehouse is configured, the system creates an Inventory Transfer instead.<\/li>\n\n\n\n
    • Automatically generated Purchase Orders are created in Drafted status.<\/li>\n\n\n\n
    • Generated Purchase Orders must be searched manually after scheduler execution.<\/li>\n<\/ul>\n\n\n\n

      Navigation<\/strong><\/h2>\n\n\n\n

      Product Replenishment Setup<\/strong><\/h3>\n\n\n\n
      Menu \u2192 Material Management \u2192 Product \u2192 Replenish Tab<\/code><\/pre>\n\n\n\n
      Scheduler Execution<\/strong><\/h3>\n\n\n\n
      Menu \u2192 System Admin \u2192 Scheduler<\/code><\/pre>\n\n\n\n
      Purchase Order Verification<\/strong><\/h3>\n\n\n\n
      Menu \u2192 Requisition-to-Invoice (Purchasing) \u2192 Purchase Order<\/code><\/pre>\n\n\n\n
      Each window opens to a list of existing records. The Replenish tab is configured per product, the Scheduler window runs the replenishment process, and the Purchase Order window is used to verify auto-generated documents.<\/p>\n\n\n\n
      Step-by-Step Configuration<\/strong><\/h2>\n\n\n\n
      Step 1: Configure Product Master for Replenishment<\/strong><\/strong><\/h3>\n\n\n\n
      The product must be correctly flagged before it can be evaluated by the replenishment engine.<\/p>\n\n\n\n
        \n
      • Open the Product window and confirm the product is Active, Stocked, and Purchased. <\/li>\n\n\n\n
      • Assign the correct Product Category, UOM, and Tax Category.<\/li>\n<\/ul>\n\n\n\n
        Field<\/strong><\/td>Sample Value<\/strong><\/td>Mandatory<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
        Search Key<\/td>BRI-GDBC-200<\/td>Yes<\/td>Unique identifier for the product<\/td><\/tr>
        Product Category<\/td>Biscuits & Cookies<\/td>Yes<\/td>Groups the product for reporting<\/td><\/tr>
        Tax Category<\/td>GST 18%<\/td>Yes<\/td>Determines tax applied on procurement and sales<\/td><\/tr>
        UOM<\/td>Each<\/td>Yes<\/td>Base unit of measure for the product<\/td><\/tr>
        Product Type<\/td>Item<\/td>Yes<\/td>Identifies the product as a stocked inventory item<\/td><\/tr>
        Stocked<\/td>Enabled<\/td>Yes<\/td>Allows inventory tracking for the product<\/td><\/tr>
        Purchased<\/td>Enabled<\/td>Yes<\/td>Allows the product to be procured from a vendor<\/td><\/tr>
        Sold<\/td>Enabled<\/td>Yes<\/td>Allows the product to be sold to customers<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
        \"\"<\/figure>\n\n\n\n
        Step 2: Configure Vendor Purchasing Information<\/strong><\/h3>\n\n\n\n
        The Purchasing tab supplies the vendor and pricing details used when the system auto-generates a Purchase Order.<\/p>\n\n\n\n
          \n
        • Open the Purchasing tab on the Product window and add a vendor line.<\/li>\n\n\n\n
        • Set the PO Price, UOM, and order quantities, and mark the vendor as Current Vendor.<\/li>\n<\/ul>\n\n\n\n
          Field<\/strong><\/td>Sample Value<\/strong><\/td>Mandatory<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
          Business Partner<\/td>Britannia Distributor \u2013 Chennai<\/td>Yes<\/td>Vendor used for replenishment procurement<\/td><\/tr>
          Currency<\/td>INR<\/td>Yes<\/td>Procurement currency<\/td><\/tr>
          List Price<\/td>66.00<\/td>No<\/td>Standard catalog price from the vendor<\/td><\/tr>
          PO Price<\/td>60.00<\/td>Yes<\/td>Price used on the auto-generated Purchase Order<\/td><\/tr>
          Last PO Price<\/td>55.00<\/td>Auto<\/td>Price from the most recent Purchase Order<\/td><\/tr>
          UOM<\/td>Each<\/td>Yes<\/td>Procurement unit of measure<\/td><\/tr>
          Minimum Order Qty<\/td>12<\/td>No<\/td>Smallest quantity the vendor will fulfill<\/td><\/tr>
          Order Pack Qty<\/td>12<\/td>No<\/td>Procurement pack size for rounding order quantity<\/td><\/tr>
          Partner Product Key<\/td>BRIT-GD200-TN<\/td>No<\/td>Vendor-side product code<\/td><\/tr>
          Current Vendor<\/td>Enabled<\/td>No<\/td>Marks this vendor as the default for procurement<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
          \"\"<\/figure>\n\n\n\n
          Step 3: Verify the Vendor Business Partner Record<\/strong><\/h3>\n\n\n\n
          The vendor must be flagged correctly and carry settlement terms for the auto-generated Purchase Order to process.<\/p>\n\n\n\n
            \n
          • Open the Business Partner window for the vendor.<\/li>\n\n\n\n
          • Confirm the Vendor flag is enabled and that Payment Rule, PO Payment Term, and Purchase Price List are set.<\/li>\n<\/ul>\n\n\n\n
            Field<\/strong><\/td>Sample Value<\/strong><\/td>Mandatory<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
            Search Key<\/td>Britannia_Distributor_CHN<\/td>Yes<\/td>Unique identifier for the Business Partner<\/td><\/tr>
            Business Partner Group<\/td>Standard<\/td>Yes<\/td>Groups the partner for accounting defaults<\/td><\/tr>
            Vendor<\/td>Enabled<\/td>Yes<\/td>Identifies the partner as a procurement vendor<\/td><\/tr>
            Payment Rule<\/td>On Credit<\/td>Yes<\/td>Vendor settlement method<\/td><\/tr>
            PO Payment Term<\/td>Weekly Settlement<\/td>Yes<\/td>Settlement schedule for purchase invoices<\/td><\/tr>
            Purchase Price List<\/td>Purchase Price List<\/td>Yes<\/td>Default pricing structure for this vendor<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
            Step 4: Configure the Product Replenishment Rule<\/strong><\/h3>\n\n\n\n
            The Replenish tab defines the warehouse-level reorder logic that the scheduler evaluates.<\/p>\n\n\n\n
              \n
            • Open the Replenish tab on the Product window.<\/li>\n\n\n\n
            • Select the Warehouse and Locator, set Replenish Type to Reorder below Minimum Level, and enter Minimum and Maximum Level.<\/li>\n<\/ul>\n\n\n\n
              Field<\/strong><\/td>Sample Value<\/strong><\/td>Mandatory<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
              Warehouse<\/td>Chennai Selling Floor<\/td>Yes<\/td>Warehouse monitored for replenishment<\/td><\/tr>
              Locator<\/td>Selling Locator<\/td>Yes<\/td>Inventory locator within the warehouse<\/td><\/tr>
              Replenish Type<\/td>Reorder below Minimum Level<\/td>Yes<\/td>Logic used to evaluate replenishment<\/td><\/tr>
              Minimum Level<\/td>10.00<\/td>Yes<\/td>Stock threshold that triggers replenishment<\/td><\/tr>
              Maximum Level<\/td>50.00<\/td>Yes<\/td>Target stock quantity after replenishment<\/td><\/tr>
              Source Warehouse<\/td>Blank<\/td>No<\/td>Must remain blank for Purchase Order replenishment<\/td><\/tr>
              Qty Batch Size<\/td>12<\/td>No<\/td>Rounds the calculated order quantity into batches<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
              If Source Warehouse is set to another warehouse, such as CDC Godown, iDempiere generates an Inventory Transfer instead of a Purchase Order for that replenishment rule.<\/p>\n\n\n\n
              \"\"<\/figure>\n\n\n\n
              Step 5: Configure the Replenishment Scheduler<\/h3>\n\n\n\n
              The scheduler executes the replenishment evaluation at a defined interval and is required for automatic PO generation.<\/p>\n\n\n\n
                \n
              • Open the Scheduler window and create or select a process.<\/li>\n\n\n\n
              • Set the Process to the replenishment report, define the run Schedule, and start the scheduler.<\/li>\n<\/ul>\n\n\n\n
                Field<\/strong><\/td>Sample Value<\/strong><\/td>Mandatory<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
                Name<\/td>Daily Replenishment<\/td>Yes<\/td>Identifies the scheduled process<\/td><\/tr>
                Process<\/td>Replenish Report_RV_T_Replenish_Production<\/td>Yes<\/td>Process executed by the scheduler<\/td><\/tr>
                Report Output Type<\/td>PDF<\/td>No<\/td>Output format for the process log\/report<\/td><\/tr>
                Schedule<\/td>10 Minutes<\/td>Yes<\/td>Frequency at which the process runs<\/td><\/tr>
                Supervisor<\/td>PotsAdmin<\/td>Yes<\/td>User account that owns the scheduled process<\/td><\/tr>
                Days to keep Log<\/td>7<\/td>Yes<\/td>Retention period for scheduler log entries<\/td><\/tr>
                Scheduler State<\/td>Scheduler Started<\/td>Yes<\/td>Confirms the scheduler is actively running<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                \"\"<\/figure>\n\n\n\n
                Step 6: Monitor Scheduler Execution Log<\/strong><\/h3>\n\n\n\n
                The Log tab confirms whether each scheduled run completed without errors.<\/p>\n\n\n\n
                  \n
                • Open the Log tab on the Scheduler window after each run.<\/li>\n\n\n\n
                • Review the Summary and confirm the Error checkbox is unchecked for a clean execution.<\/li>\n<\/ul>\n\n\n\n
                  Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
                  Created<\/td>06\/19\/2026 10:03:01 AM<\/td>Timestamp of the scheduler run<\/td><\/tr>
                  Summary<\/td>MScheduler[1000000-Daily Replenishment] – Report Logs deleted=0<\/td>System-generated execution summary<\/td><\/tr>
                  Error<\/td>Unchecked<\/td>Indicates the run completed without technical errors<\/td><\/tr>
                  Reference<\/td>AD_PInstance_ID reference<\/td>Internal process instance reference for traceability<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                  \"\"<\/figure>\n\n\n\n
                  Step 7: Validate Stock Position Using the Storage Detail Report<\/strong><\/h3>\n\n\n\n
                  Confirms the actual Available Quantity that determines whether replenishment is triggered.<\/p>\n\n\n\n
                    \n
                  • Run the Storage Detail report for the product.<\/li>\n\n\n\n
                  • Review On Hand Qty, Reserved Qty, Ordered Qty, and Qty Available against the configured Minimum and Maximum Level.<\/li>\n<\/ul>\n\n\n\n
                    Column<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
                    On Hand Qty<\/td>Physical quantity currently in the locator<\/td><\/tr>
                    Reserved Qty<\/td>Quantity committed to open Sales Orders<\/td><\/tr>
                    Ordered Qty<\/td>Quantity on open Purchase Orders awaiting receipt<\/td><\/tr>
                    Qty Available<\/td>Net quantity available for replenishment evaluation<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                    Step 8: Verify the Auto-Generated Purchase Order<\/strong><\/h3>\n\n\n\n
                    Confirms the scheduler produced a Purchase Order with the correct vendor, warehouse, and quantity.<\/p>\n\n\n\n
                      \n
                    • Open the Purchase Order window and search recent Drafted documents.<\/li>\n\n\n\n
                    • Verify Vendor, Warehouse, and Generated Qty, then review the order before completing it manually.<\/li>\n<\/ul>\n\n\n\n
                      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
                      Document Status<\/td>Drafted<\/td>Auto-generated POs are created in Drafted status, not Completed<\/td><\/tr>
                      Vendor<\/td>Britannia Distributor \u2013 Chennai<\/td>Vendor derived from the product’s Current Vendor<\/td><\/tr>
                      Warehouse<\/td>Chennai Selling Floor<\/td>Warehouse from the matching Replenish rule<\/td><\/tr>
                      Generated Qty<\/td>Maximum Level \u2212 Qty Available<\/td>Quantity calculated automatically by the replenishment engine<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                      The generated Purchase Order number is not displayed directly in the scheduler log.<\/p>\n\n\n\n
                      \"\"<\/figure>\n\n\n\n
                      Source Warehouse Behavior<\/strong><\/h2>\n\n\n\n
                      Source Warehouse Blank<\/strong><\/h3>\n\n\n\n
                      When Source Warehouse is blank:<\/p>\n\n\n\n
                      System creates Purchase Order<\/code><\/pre>\n\n\n\n
                      Used for vendor procurement replenishment.<\/p>\n\n\n\n
                      Source Warehouse Configured<\/strong><\/h3>\n\n\n\n
                      When Source Warehouse contains a warehouse value:<\/p>\n\n\n\n
                      System creates Inventory Transfer<\/code><\/pre>\n\n\n\n
                      Used for internal warehouse replenishment.<\/p>\n\n\n\n
                      Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
                      Issue<\/strong><\/td>Cause<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
                      Replenishment not triggering<\/td>Available Qty is not below Minimum Level<\/td>Verify the current stock quantity using the Storage Detail report.<\/td><\/tr>
                      Purchase Order not generated<\/td>Vendor purchasing setup is missing<\/td>Configure the Purchasing tab with a Current Vendor and PO Price.<\/td><\/tr>
                      Scheduler completed but no PO visible<\/td>PO not searched manually<\/td>Open the Purchase Order window and search for recent Drafted documents.<\/td><\/tr>
                      Incorrect replenishment quantity<\/td>Minimum or Maximum Level configured incorrectly<\/td>Verify the Replenish tab values for the product and warehouse.<\/td><\/tr>
                      Inventory Transfer generated instead of PO<\/td>Source Warehouse field is configured<\/td>Leave Source Warehouse blank for Purchase Order replenishment.<\/td><\/tr>
                      Product not considered for replenishment<\/td>Product is inactive or not Stocked<\/td>Enable the Active, Stocked, and Purchased flags on the product.<\/td><\/tr>
                      No stock reduction after sales<\/td>Shipment not completed<\/td>Complete the Shipment document to update Available Qty.<\/td><\/tr>
                      Scheduler not running<\/td>Scheduler State is not Started<\/td>Open the Scheduler window and confirm Scheduler State is Started.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                      Next Steps<\/strong><\/h2>\n\n\n\n
                      Configure additional Replenish rules for other product-warehouse combinations.<\/p>\n\n\n\n
                        \n
                      • Complete the auto-generated Purchase Order to proceed with procurement.<\/li>\n\n\n\n
                      • Generate Material Receipt (GRN) once goods arrive from the vendor.<\/li>\n\n\n\n
                      • Generate Vendor Invoice for supplier billing against the receipt.<\/li>\n\n\n\n
                      • Review replenishment levels periodically against seasonal demand.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"
                        Step-by-step guide to configure Auto Purchase Replenishment in iDempiere for retail stock control, replenishment rules, scheduler setup, and PO generation. […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[67,75],"tags":[],"class_list":["post-19113","post","type-post","status-publish","format-standard","hentry","category-retail","category-purchase-retail"],"acf":[],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19113","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=19113"}],"version-history":[{"count":7,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19113\/revisions"}],"predecessor-version":[{"id":19205,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19113\/revisions\/19205"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=19113"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=19113"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=19113"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}