Auto-Reorder Rules

Research labs consume supplies on a predictable schedule. Rather than manually creating requisitions every time you run low on reagents, pipette tips, or printer paper, AcaTrove's auto-reorder system generates requisitions automatically based on rules you define.

How Auto-Reorder Works

An auto-reorder rule specifies what to order, from which vendor, using which budget, and under what conditions. When the trigger condition is met, AcaTrove creates a draft requisition with the specified items and either submits it for approval automatically or places it in your drafts for review.

Creating an Auto-Reorder Rule

1. Navigate to /purchasing/auto-reorder and click + New Rule.
2. Configure the rule:
   • Rule Name -- A descriptive name (e.g., "Monthly Glove Restock" or "Pipette Tips Low Threshold").
   • Items -- Add one or more line items with description, vendor, catalog number, quantity, and unit price.
   • Budget Account -- Select the budget that funds the reorder.
   • Trigger Type -- Choose how the rule activates (see below).
   • Auto-Submit -- Toggle whether the generated requisition is submitted for approval automatically or saved as a draft for your review.
3. Click Save Rule. The rule is now active.

Trigger Types

AcaTrove supports two trigger mechanisms:

Scheduled -- The rule fires on a recurring schedule. Set the frequency (weekly, biweekly, monthly, quarterly) and the day of the week or month when the requisition should be generated. Useful for supplies you consume at a steady rate.

Threshold -- The rule fires when an inventory count drops below a specified level. This requires you to update inventory counts manually or through an integration. When the count falls below your threshold, a requisition is generated automatically.

Auto-reorder rules list showing active rules and triggers

Managing Existing Rules

The auto-reorder page lists all your active and paused rules. For each rule, you can:

• Edit -- Modify items, quantities, vendor, budget, or trigger settings.
• Pause -- Temporarily disable the rule without deleting it. Paused rules do not generate requisitions until resumed.
• Resume -- Reactivate a paused rule.
• Delete -- Permanently remove the rule. This does not affect requisitions already generated by the rule.

Reorder History

Each rule maintains a history of every requisition it has generated. Click on a rule to see its history, including the date each requisition was created, its status (draft, pending approval, approved, received), and the amount. Use this history to verify that the rule is working as expected and adjust quantities if consumption patterns change.

Auto-reorder history showing generated requisitions

Adjusting for Seasonal Variation

If your consumption varies by semester or season, create multiple rules for the same item with different quantities and schedules. Activate the appropriate rule at the start of each period and pause the others.

Alternatively, set up a single rule and edit the quantity before each cycle. The history tab helps you identify trends in your ordering patterns.

Tips

• Start with scheduled triggers for consumables with predictable usage, then switch to threshold triggers if you adopt inventory tracking.
• Set auto-submit to off initially so you can review generated requisitions before they enter the approval queue.
• Link auto-reorder rules to specific projects or grants to ensure spending is attributed correctly.
• Review your rules quarterly to remove rules for items you no longer use.