📖 Guide

How to use Merchbees Low Stock Alert

1- In the first phase of alert creation screen, you need to define your products based on your needs. You can select filters if you need and check the items on the right side of the screen to make sure that everything you need is selected.

  • Locations: If you want to use all of your Shopify locations, leave this field as is. You can select single or multiple locations. If you select multiple locations, our system will sum up the inventory quantities on selected locations.

  • Compare stock threshold level with: If you select variant inventory, our app will check threshold value against the variant's inventory quantity on selected locations. If you use product inventory, system will sum up the inventory quantities of all variants belong to the same product before comparing against threshold value.

  • Advanced Filters: If you want to use the application for all of your items, you don't need to use any of the advanced filters. Sometimes, you may want to narrow down the scope of your alert. For example, you may want to limit your alert to a vendor and send a custom email to the vendor.

Don't select any advanced filters if you want to use low stock alert for all of your products.

We will programmatically AND all of your selected filters. For example: Assume we have Product A with Variant 1 and Variant 2 Product B with Variant 3 and Variant 4 If you use an include filter and add Product A and use a variant filter and add Variant 3 the resulting set will be empty. Because system will try to find the intersection of these sets. If you select Product B as product filter and Variant 3 as variant filter then the resulting set will Product A's Variant 3. System won't check Product A's variants nor Variant 4. Best way to see this is to use right side of the page which is List of the items based on your selections. The items on the right hand side is dynamically generated based on your filter selections.

  • Include products from following Collections only: If you select one or more collections, system will use only the variant/products under the selected collections. Please leave it empty if you want to use all collections. You don't need to select all.

  • Include following Products only: If you select one or more products, system will use only the variants under the selected products. If you use product inventory, then only the selected products will be used.

  • Include following Variants only: If you select one or more variants, system will use only the selected variants.

  • Include following SKUs only: If you select one or more SKUs, system will use only the variants belong to the selected SKUs.

  • Include products from following Vendors only: If you select one or more Vendor, system will use the products/variants which has the selected vendors as supplier on Shopify system.

  • Include products having following Tags only: If you select one or more Tags, system will use the products/variants which has the selected tags on Shopify system.

  • Include the products that are not visible at the online store:

  • Exclude the items which continue selling when out of stock: Sometimes you may want to exclude the items which continue selling when out of stock. This option can be found under Inventory settings of a product on Shopify admin page.

2- In the second stage, you will define alert details.

  • Alert name: You can name your alert on our system. This is helpful while identifying your alerts if you have multiple of them.

  • Stock threshold: This is a global system wide threshold for your alert. We will use this number to compare your item's stock level against. If you decide to have different threshold values for different items, we will use this number for empty threshold values in your table. Assume your alert's scope is bound to 100 variants and you put 15 threshold values for different variants. For the remaining 85 we will use stock threshold value.

  • Set different threshold values for different items: Use this option if you need to put different threshold values for different items. You may want to put higher threshold values for fast selling products and small threshold values for slow selling products.

3- Alert Frequency is the phase where you will define the frequency of your alert. You may want to get notified instantly or get daily/weekly/monthly stock reports.

  • Alert sending frequency:

    • Scheduled: If you want to see your low stock items as a daily/weekly/monthly report, you need to select this option. You can select the days and hour of the day to get notified. You will get a report including all of the low stock items at the selected time based on your alert's options.

      • Send notification only if there is at least one data in it: If there is no item suitable with your alert when your alert is run, you may want to block getting an empty email by selecting this option.

      • Do not send same items in the following reports until the item's stock is higher than the threshold again: Assume you have an item which has low stock. You get the notification from our system and ordered new items. Then the following day, you may see the same item on your daily notification. This option when allowed won't let us send the same items twice until you replenish it. We will store a history on our end and wait until the item's stock level is higher than the threshold again. After that, you will get notifications as usual.

    • Instant: This option will check inventory level changes in real time. If there is a change which matches against your alert's option, then we will notify you. Since it works in real time, each notification will have only one item in it.

4- In the notification details section, you need to select how do you want to be notified by us.

  • Email: System will email the notification details to you.

    • Recipients: This is the TO field of the email. Please put one or more valid emails and press enter.

    • Email Subject: This is the SUBJECT field of the email.

    • Custom Email: You can customize the email provided to you. You may leverage handlebar tags here. We will provide a custom email template for you. Please consult to support for details.

    • Do you want CSV attachment as well: System will send a CSV file attachment along with the email. This is useful if you want to sort or process your data using Excel/Spreadsheet etc.

    • Send from your own email address via SMTP: Sometimes you may want to send emails from your company email address. Assume you use our system to let your supplier about stock levels and you want to send emails from your company email instead of info@merchbees.com. To use this feature you need to provide SMTP details under settings page. Refer to the https://docs.merchbees.com/setting-up-smtp for more details.

  • Slack: System will send slack notification including low stock items to you.Click on add to select and select a channel so that we can send notifications to that channel.

Don't forget the save your alert! There is no autosave option between wizard steps.You need to go step-4 and submit your alert. You can edit it anytime you want.