Stop running out of stock without buying forecasting software: a notebook can show you what to reorder, and when. Track sales, supplier lead times and open orders, then adjust your trigger as you learn what actually happens.
Once a customer’s order is ready, start on the Send page to see the delivery options and prices that apply to your parcel.
What should you have ready?
- A notebook page for each product you need to restock.
- Recent sales records and a physical stock count.
- Supplier name, expected lead time and minimum order quantity (MOQ), including pack-size or variant rules.
- Details of orders already placed but not yet received.
- Notes about promotions, returns, damaged stock and other stock adjustments.
Three decisions to make before setting a reorder point
- How quickly does this product usually sell? Use a typical daily sales rate, not a one-off spike.
- How long does this supplier actually take? Compare the estimate with the time between placing and receiving completed orders.
- How much uncertainty can you absorb? A buffer helps cover uneven demand or late arrivals, but extra stock ties up cash and space. Set it with your stockout risk in mind.
How to calculate a practical reorder trigger in a notebook
- Record dated sales and stock movements. Note purchases received, sales, returns, transfers, damage and other adjustments so your page reflects what is physically available.
- Estimate typical daily sales from recent ordinary trading. Mark promotion-period sales separately; decide whether that demand is likely to continue before using it as your everyday rate.
- Record supplier lead time from real orders. If arrival dates vary, use a cautious estimate rather than relying on the quickest delivery.
- Calculate a starter reorder point: typical daily sales × cautious lead time + a small safety buffer. The result is a working trigger, not a precise forecast.
- Compare your available stock with the trigger. Include confirmed incoming stock when judging what you have to cover demand; keep open orders visible so you do not accidentally reorder twice.
- When stock reaches the trigger, compare the suggested reorder quantity with the supplier’s MOQ. Check likely sell-through, storage space and the cash tied up in extra units before ordering.
- After the restock arrives, record the arrival date and update your lead-time notes. Review the trigger and buffer, then adjust them based on what happened.
Quick checks before you place a stock order
- Is the product’s physical count consistent with your notebook?
- Are there open supplier orders that could cover some of the demand?
- Did a promotion or seasonal rush distort the sales rate?
- Has the supplier’s actual lead time been longer or less predictable than expected?
- Will the MOQ leave you with more stock than you can reasonably store or sell?
Common reorder mistakes that leave small sellers exposed
- Treating a promotion spike as normal daily demand. Separate it in your notes and decide whether the increase will last.
- Using the supplier’s estimate as if every arrival happens on schedule. Track actual order and arrival dates.
- Ignoring the MOQ. A larger order may prevent a stockout, but can also tie up working capital and create storage or unsold-stock risk.
- Forgetting incoming orders or stock adjustments. Keep each movement and open supplier order visible on the product page.
The next step: keep replenishment and customer orders moving
A simple record makes your next restock less of a guess and gives you a clearer handover when customer orders are ready. Moveka is Kenya’s largest courier and one of Kenya’s most deeply connected courier networks. Start on the Send page to see the options and prices that apply to your parcel.
