What this covers
Troubleshoot when no purchase order is created even though stock levels are low.
Quick fix
Most common cause: the item status blocks ordering.
- Open the item in the Admin Portal and check its status.
- Confirm the status is Released or Phase in. Items set to Defined, Obsolete, or Phase out are never ordered automatically.
- If the status is wrong, set it to Released and wait for the next reorder run.
Did that work? If yes, you’re done. If not, work through the table below.
Troubleshooting table
| Symptom | Likely cause | Fix |
|---|---|---|
| No order is created and the item status is Defined, Obsolete, or Phase out | Only items in Released or Phase in are ordered automatically. | Open the item and set its status to Released (or Phase in). See Understanding item statuses. |
| Stock is below the limit but nothing is ordered | The automatic reorder rule (purchase order script) is inactive, or the item does not meet a reorder trigger such as minimum stock or order point. | Confirm a purchase order script is active and that the item’s order point / minimum stock is set correctly. See Understanding purchase order scripts. |
| Item never appears in any order proposal | The item is not assigned to the device or stock location the order rule runs against. | Check the item’s assignment to the correct device and stock location. See How to assign items to stock locations. |
| Order quantity stays at zero even though stock is low | Orders are only created in full supplier package (pack) quantities. If the shortfall is smaller than one pack, no order is raised. | Check the item’s pack size against the supplier package quantity and adjust the order point if needed. |
| Item type is a quoted item or an assembly and is never ordered | Quoted items and assemblies are excluded from automatic ordering by design. | Order these items manually, or convert the item to a standard purchasable type if that fits your process. |
| Stock looks low but the system thinks it is sufficient | Recorded stock is higher than the physical stock, so the order point is never reached. | Verify and correct the stock level, then wait for the next reorder run. |
| Nothing new is created because an order already exists | A purchase order has already been generated but is still waiting to be processed. | Check open orders in How to view and filter purchase orders before raising a new one. |
Urgent workaround
If the item is needed immediately and you cannot wait, create a manual purchase order for the item. This raises the order straight away without changing the automatic order rules.
Related articles
- Understanding item statuses – what Released, Phase in, Defined, Phase out, and Obsolete mean for ordering
- Understanding purchase order scripts – how automated reorder rules and triggers work
- How to optimize stock levels and order points – set order points so reordering triggers correctly
- How to assign items to stock locations – make sure items are linked to the right device and stock
- How to view and filter purchase orders – check whether an order already exists