This article is for users who run Auto Ordering by min/max on supplier purchase orders — for example purchasing staff, inventory controllers, and administrators.

When you use Auto Ordering with the By min/max method, you may expect a backordered or allocated product to appear with a Recommended Order Quantity. If the product is missing or shows zero, it is often because min and max levels are not set the way Infusion Online expects.

This article explains:

• Why a backordered product may not appear in min/max Auto Ordering
• How Infusion Desktop and Infusion Online treat blank min and max values differently
• What to enter for special order only products so backorders and allocations trigger a recommended order quantity

Why a Backordered Product May Be Missing

Auto Ordering by min/max calculates a Recommended Order Quantity when stock at a Product Location falls below the minimum level, or when specific min and max rules apply (for example when available stock is negative after allocations or backorders).

If Maximum level is blank in Infusion Online, Infusion treats it as no value entered rather than zero. In that case, min/max Auto Ordering does not calculate a Recommended Order Quantity for the product, even when it is backordered or allocated.

You may still see the product in your filters, but the Recommended Order Quantity and Add to Order columns stay empty or zero.

How Infusion Desktop and Infusion Online Treat Min/Max Differently

Infusion Desktop and Infusion Online store and interpret minimum and maximum stock levels slightly differently when nothing has been entered on a product location:

• Infusion Desktop treats a blank min or max field as 0 (zero).
• Infusion Online treats a blank min or max field as no value.

For min/max Auto Ordering, a Maximum level must have a value before Infusion can work out how much to order. If you migrated from Desktop or are used to leaving min and max blank, products that worked there may not produce a recommended quantity in Online until you enter values explicitly.

Special Order Only Products

Special order only products are typically not held in stock. Min and max levels are often left blank because you do not plan to keep inventory on hand.

When you sell or allocate one of these products, Infusion may backorder or allocate it. Your available balance can go below zero. You still need to raise a purchase order for the supplier — and you want Auto Ordering by min/max to suggest that quantity.

For these products, enter 0 in both Minimum level and Maximum level for each relevant Product Location. With both values set to zero:

• Infusion recognises that min/max rules apply at that location
• When the product is allocated or backordered, available stock falls below the minimum
• Auto Ordering by min/max can calculate a Recommended Order Quantity to cover the shortfall

Set Min and Max on a Product Location

To update min and max levels in Infusion Online:

• Select Products from the main menu and open the product.
• Open the Locations tab.
• Select the Product Location row you want to update (or select the edit action if shown).
• In the Product Location side panel, set Minimum level to 0.
• Set Maximum level to 0.
• Select Save.

Repeat for each Product Location where the product can be sold or backordered.

If you cannot see or edit product locations, ask your administrator to check that your role includes permission to set product location details. Only Inventory Controller or Inventory Staff can edit them.

Run Auto Ordering by Min/Max

After min and max are set:

• Select Suppliers > Purchase Orders from the main menu.
• Open an existing purchase order or create a new one for the supplier.
• From the purchase order header, select Auto Order By min/max (the exact label may reflect your organisation’s Auto Ordering settings).
• Set your product filters and run the summary.
• Review the Min, Max, Available, and Recommended Order Quantity columns.

The backordered or allocated product should now show a Recommended Order Quantity based on how far available stock is below the minimum, up to the maximum level you entered.