Set reorder points and stock levels

Reorder points and stock levels are the thresholds that drive your Reorder list and your stock alerts. You own them - Stockroom suggests values from your sales history, but never overwrites anything you set.

You can set four levels per variant, from Inventory (fastest for a lot of products at once) or from a product's own dashboard in the Costs & replenishment section:

Leave a field blank and Stockroom shows a ghost value - the suggestion from your sales history - which acts as the working threshold until you enter your own.

Reorder point and max level work as a pair: the reorder point is the trigger and the max level is the target. Reorder and transfer suggestions top stock back up to the max, so keep the max above the reorder point to leave room for a meaningful order - set them equal and suggestions only appear once stock falls below the number, and only for the gap back up. A saved 0 is a real value, not a blank: only empty fields fall back to ghost values or your all-locations defaults. If you have saved values you want to undo in bulk - a 0 everywhere, say - a CSV import with clear in those cells empties them again.

A count below zero counts as zero when Stockroom sizes an order, unless you tell it otherwise - for stores that special-order, see Negative stock and special orders in reorder suggestions.

If you are setting values for a lot of products, you do not have to open each one. On Inventory, open the columns picker (the columns icon above the table) and turn on Low stock, Reorder point and Max level. They are off by default.

Click any of those values to open a small editor for that product. It lists every variant, so a product in three sizes shows three rows, and you can switch location at the top to set that location's overrides. Each row shows what is on hand, and empty fields show a grey suggestion you can accept with Apply suggested.

Because a product can have several variants, the value in the table is a summary. A single number means every variant agrees; a range like 2-3 means they differ, and the editor shows which is which. A grey number is a suggestion from your sales history, not a value you saved.

The Levels filter above the table narrows the list to Needs values, Levels set or Ignored - so "which products still have no reorder point" is one click. Pick Needs values and an Apply all suggestions button appears, which fills every empty threshold at once. A Supplier filter beside it narrows the table to one supplier's items - everything you have bought from them or linked to them by supplier SKU - so you can start from one vendor and narrow from there.

Without a location picked, these columns show your all-locations values. Pick a location above the table and they show that location's numbers instead.

Above the table you will see Combined, Default, and a tab for each of your locations. Default is where most people set their levels: those values apply to any location that does not have its own, and each location is compared against them separately. Pick a location to set overrides just for that one; blank fields there fall back to your Default values. You can also mark a variant Exclude from reorder so it never appears in suggestions or the Reorder list. Variants that do not track inventory in Shopify are excluded automatically - with no counted stock, there is nothing to reorder.

A location's own levels always win. If you set a max level on a location tab and later change the number on Default, that location keeps its own - which is the usual reason an order comes out smaller than you expected. So you do not have to go looking, the Default tab names any location holding its own levels for that product, in a note under the table. On a product with several variants you only see one tab at a time, so an override set on another one is easy to miss.

If you would rather be told to reorder based on everything you hold, rather than on each shop separately, use the Combined tab. Stockroom adds up the stock at every location and compares that one total against the levels you set there.

Say you keep 60 units spread across three shops and you set a combined reorder point of 30. You get one suggestion for the business when the total drops to 30, instead of three separate suggestions as each shop dips below it. The suggested order ships to your busiest location, and you can change that on the draft order before you send it.

While a combined reorder point is set for an item, its Default and per-location levels are not used, so the two can never ask you to buy the same stock twice. Reorder point alerts and the Inventory list's Low stock filter follow the combined total as well. Out of stock alerts stay per location - being unable to sell at one shop is worth knowing even when there is plenty elsewhere.

When Stockroom has a suggestion, click Apply suggested to save it as your own. It only fills fields you left empty - it never changes a number you typed. To replace numbers you have already saved, use Apply all suggestions - on Inventory > Suggested levels, or on Inventory with the Levels filter set to Needs values - and tick Replace values I've already set.

Stock alerts only ever fire on levels you have saved, not on raw suggestions. Saving a suggestion, or typing your own value, is what turns on alert coverage for that product.

Case sizes and minimum orders round the quantity a suggestion orders - see Pack sizes and minimum orders.

Setting levels for many products at once? Export, edit and import them as a spreadsheet - see Import and export reorder points by CSV.