Min/Max Replenishment Worksheet: Never Miss a Reorder Again

The problem this kills

Every morning the same question hangs over the warehouse: what do we need to reorder today, and how much? The answer usually lives in a spreadsheet that one person filters by hand — sorting on-hand against min levels, eyeballing which SKUs dipped below, guessing how much to order, and trying to remember which items already have a PO out so they don't order them twice.

It breaks in the ways that cost real money. A fast mover quietly drops below its min on a busy week and nobody catches it until it's a stockout. Someone reorders a SKU that already has 200 units inbound, and now there's double the stock sitting on a pallet tying up cash. The "order-up-to" math gets done in someone's head and ignores the supplier's case pack or minimum order quantity, so the PO bounces back. And because the whole thing lives on one laptop, when that planner is out, replenishment goes dark.

The painful part is that this is mechanical work. Below-min is a comparison. Order-up-to is subtraction. Netting out open POs is a lookup. It should never depend on one person's memory and a Friday-afternoon sort.

What you'll build

A small, secure web tool — built by an AI coding agent following the runbook, even if you've never written code — that does the morning replenishment pass for you. You import your min/max levels and on-hand (from a CSV or Google Sheet), and the tool instantly flags every SKU at or below its min and calculates how much to order to bring it back up to max — rounded to your real case pack, pack size, or minimum order quantity. It subtracts what's already on order so you never double-buy, groups everything by supplier, and shows it to a planner. The planner reviews, trims anything that's already handled, and approves. Only then does the tool produce the finalized reorder action list as a clean CSV in the exact columns your purchasing system expects.

What's inside the Implementation Plan

The plan is a complete, paste-and-go runbook for your AI agent. The most important part: it opens by interviewing you about your business — your current replenishment process, the systems and spreadsheets you use, the exact field names and SKU conventions in your data, your typical and peak reorder volumes, your rounding and approval rules, and your messy edge cases (discontinued items, substitutes, multi-supplier SKUs, in-transit stock). It reads a short tailored spec back to you and waits for your thumbs-up before it builds anything. The result is a tool shaped to how you actually work — not a generic template you have to bend yourself around.

From there the plan walks the agent through every build step — the data model, the import, the below-min and order-up-to calculations, the open-PO netting, the planner approval screen, and the CSV export — each step ending in a ready-to-copy prompt you paste straight into your agent.

The governance it includes (this is the point)

This isn't a throwaway spreadsheet. The plan builds in the controls that make a tool safe to rely on:

• Login so only your team can use it.
• Row-level security so each organization only ever sees its own SKUs and suppliers.
• A full audit trail — who approved which reorder quantities, and when.
• A hard human-in-the-loop approval gate — the tool drafts the reorder list; a planner reviews and approves before anything is finalized for PO creation. The AI never commits an order on its own.
• Duplicate guards — netting out open POs plus a dedupe on SKU + reorder cycle so the same item can't be ordered twice in the same pass.

Who it's for

Inventory planners, purchasing clerks, and store or warehouse managers who run a daily or weekly replenishment pass and are tired of doing it by hand in a fragile spreadsheet. If you know your min/max levels and can export an on-hand report, you can build this.

You've got this — paste the first prompt and let the interview tailor the rest.