NOTIFY OUT OF STOCK
Supplier Out-of-Stock Notification
The Notify Out of Stock menu is used by suppliers to inform Villa Market in advance when certain products will be temporarily unavailable. This helps the system stop generating automatic purchase orders (Auto PO) and prevents interruptions in purchasing or sales operations.
📄 Main Page (Query Page)
When opening the Notify Out of Stock menu, the system displays all previously submitted out-of-stock notifications in a table format.
📋 Table Columns
Date Create
The date the out-of-stock record was created
Product Code
Product code in the system
Description
Full product name
Date Available
Expected date the product will return to stock
Notify for Non-Supply
Reason for out-of-stock (e.g., Out of stock, Delay shipment)
Status
Record status such as NEW, IN PROCESS, CLOSED
Remark
Additional notes
🔸 The system sorts records by the most recent date. 🔸 Users can search using the “Enter text to search…” bar.
🔧 Functions Available
New
Create a new out-of-stock notification
Export to XLSX
Export notification records to an Excel file
Export
Additional export option (if other formats are needed)
Edit (✏️)
Edit an existing notification
Page Size / Navigation
Adjust number of rows per page or browse pages
🆕 Creating a New Out-of-Stock Notification
When clicking New, the system opens a form for entering a new notification.
🧾 Required Fields
Date Create
Auto-generated by the system
Product
Select the product that will be out of stock
Date Available
Expected restock date
Notify for Non-Supply
Reason for being out of stock (e.g., Out of stock, Delay shipment, Import pending)
📝 Example Entry
Date Create
12/11/2025
Product
0067096 931022800298 BLACK SWAN TZATZINI DIP 200G
Date Available
31/12/2025
Notify for Non-Supply
out of stock
After completing the fields: ➡️ Click Save to record the data ➡️ Click Back to return to the main page
💡 Tip: Notify Villa Market as early as possible so the system can stop Auto PO and allow the purchasing team to manage stock smoothly.
🔎 Status of Out-of-Stock Records
NEW
New notification waiting for Villa Market review
IN PROCESS
Villa Market is reviewing or managing the situation
CLOSED
Product is back in stock; the record is closed
📘 Summary
The Notify Out of Stock menu allows suppliers to inform Villa Market whenever a product will be temporarily unavailable. This enables Villa Market to:
Stop Auto PO generation
Adjust purchasing plans
Avoid stock errors
Improve communication and operational efficiency
By notifying early, suppliers help ensure a smooth supply chain and prevent disruptions in store operations.
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