Automated ordering of supplies based on inventory thresholds

Purpose

1.1. Ensure seamless supply replenishment by automatically triggering orders when inventory reaches pre-set minimum levels.
1.2. Eliminate manual tracking to prevent shortages of aquarium consumables (food, water treatments, filters, tank accessories).
1.3. Maintain ideal conditions for animal welfare and continuous visitor experience by guaranteeing timely supply delivery.
1.4. Minimize overhead on operations staff by integrating automated workflows into inventory management processes.
1.5. Optimize supply costs through data-driven ordering, leveraging vendor integrations and stock analytics.

Trigger Conditions

2.1. Inventory quantity falls below the configured threshold for SKUs (e.g., filter cartridges, feedstock).
2.2. Manual trigger option via dashboard for early/urgent replenishment.
2.3. Scheduled checks at daily/weekly intervals for batch supply evaluations.
2.4. API-triggered, based on IoT sensor updates for real-time stock feedback.

Platform Variants

3.1. Microsoft Power Automate
• Flow: “When item quantity < set value” — connect with Dynamics 365 Supply Chain to trigger a reorder.
• Sample: Set “Low Stock Alert” in SharePoint, link to reorder action in Outlook or Teams.

3.2. Zapier
• App: “Inventory by Zapier” in combo with Shopify/WooCommerce for threshold monitoring, webhook to Orderhive.
• Sample: Zap — Inventory Level updated → Filter → Webhook for vendor API.

3.3. Google Apps Script
• Script: Time-driven trigger monitors Google Sheets inventory, sends POST to vendor.
• Sample: Script triggers at 3 AM: if C5 < 10, send order email/API.

3.4. SAP Business One
• API: Service Layer — ItemWarehouseInfo.QuantityOnHand event, invoke CreatePurchaseOrder endpoint.
• Sample: Configure Alert Management for real-time triggers.

3.5. Oracle NetSuite
• Workflow: “Reorder Point” set in Inventory Management with automatic PO creation.
• Sample: “Low stock” status generates Purchase Order via SuiteFlow.

3.6. Odoo ERP
• Feature: Automated Reordering Rules — configure “Minimum Quantity” per product.
• Sample: Set supply rule; when below rule, draft PO to default supplier.

3.7. Shopify
• Function: Inventory Level Webhook + Order API to supplier backend.
• Sample: Webhook sends JSON with variant ID to create new order.

3.8. AWS Lambda
• Setup: Schedules check DynamoDB inventory, triggers SNS/email when threshold crossed.
• Sample: Python function; if stock low, invoke HTTP API of supplier.

3.9. Google Cloud Functions
• Function: Listens for Firestore stock change, triggers vendor API order POST.
• Sample: Firestore doc “supplies” updated, call webhook with restock payload.

3.10. QuickBooks Online
• Workflow: Inventory Alerts enable auto-create Purchase Orders when item is low.
• Sample: Set reorder point and supplier mapping in Items module.

3.11. Fishbowl Inventory
• Automation: Reorder Levels set for SKUs, triggers PO process with vendor export.
• Sample: Reorder Point assigned per tank category, supplier integration enabled.

3.12. TradeGecko (QuickBooks Commerce)
• Feature: Low Stock Automation, API to initiate PO creation.
• Sample: Workflow sets reorder point, triggers PO workflow, and notifies warehouse.

3.13. Xero
• Automation: Inventory module reorder threshold; triggers Bills/PO API.
• Sample: Xero Workflowmax creates Bill via external webhook.

3.14. Square POS
• Setting: Low Stock Alerts, sync to inventory app, trigger vendor order via connected apps.
• Sample: Inventory low → notification to approved vendor email/API.

3.15. Magento Commerce
• Feature: Reorder notification, plugin for automated PO creation.
• Sample: Inventory below x, plugin places order with supplier from catalog.

3.16. Monday.com
• Automation: Item column < threshold, “create item” in Vendor Order board.
• Sample: Integration recipe, “When inventory < X, send PO email.”

3.17. Airtable
• Automation: Script block or Airtable Automations, custom script to issue POST to supplier API.
• Sample: Inventory table filter triggers webhook on criteria.

3.18. Slack
• App: Workflow Builder or Connect, automated message to #supply-vendors with CSV order.
• Sample: Scheduled workflow, “alert and send order doc.”

3.19. Twilio
• Service: SMS API triggered from inventory event to supplier # for manual/automated confirmation.
• Sample: Automated SMS “Restock item #X” to preferred vendor contact.

3.20. Integromat (Make)
• Scenario: Inventory module watches Google Sheets/WooCommerce, triggers HTTP POST or Email to reorder endpoint.
• Sample: If value < set number, POST to supplier endpoint, confirm email receipt.

3.21. ServiceNow
• Workflow: Configure “Inventory Threshold” rule, incident/task to procurement linked to fulfilment API.
• Sample: Business rule triggers on low item, task/PO auto-generated.

3.22. Trello
• Power-Up: Automation creates “Restock Card” in Supplies board and email to vendor.
• Sample: Butler rule, “when label red” (low stock), email & card in “Vendor Orders” list.

Benefits

4.1. Reduces stockouts, ensuring exhibits are always adequately supplied and presentable.
4.2. Enhances animal care and operational reliability via uninterrupted replenishment.
4.3. Lowers labor overhead by eliminating manual supply tracking and ordering.
4.4. Adaptive integration with various vendors and internal systems, scalable for seasonal or event-driven spikes.
4.5. Real-time analytics enable optimal procurement, reducing excess inventory and waste.