The client
The client is a large pharmaceutical enterprise with multiple stores and distribution facilities across India.
Store teams look after consumables, packaging materials, laboratory supplies and operational stock. When any of these runs out, daily operations are held up while someone chases a replacement.
The challenge
Store teams watched stock levels, but replenishment depended on regular manual checks, emails and follow-ups with purchasing. Low stock was often spotted late.
- No automatic warning when an item approached a shortage.
- Replenishment was delayed while stores and purchasing exchanged emails.
- Store teams spent time checking the same stock levels again and again.
- Inventory was sometimes unavailable when operations needed it.
What they set up in Asset Infinity
The company set minimum stock levels in Asset Infinity for its critical items, with alerts to the right teams when stock reaches them.
Minimum levels per item and location
Critical consumables, packaging and laboratory supplies have a minimum level and reorder point for each storeroom where they are kept. (Stores)
Low-stock alerts and reorder advice
When stock reaches its reorder level, the item appears on the reorder list and the responsible users are alerted. (Stores)
Purchase requests from the alert
Purchasing raises a purchase request straight from the reorder advice, so replenishment starts without a chain of emails. (Suppliers)
Clear responsibilities
Roles define who reviews alerts and who starts replenishment at each location, so every low-stock item has an owner. (Platform)
How it works day to day
Here is how low stock is handled now.
- Store staff: issue stock as usual. Consumables and supplies are issued and received in the system, so stock levels stay current at each storeroom.
- System: spots the low level. When an item reaches its reorder point at a location, it appears on the reorder list.
- System: alerts the owner. The users responsible for that item and location are notified, so nobody has to check the shelf to find out.
- Store supervisor: reviews the advice. The supervisor checks the suggested quantity against upcoming needs and confirms what to order.
- Purchasing: raises the purchase request. A purchase request is raised from the reorder advice and goes through the usual approval steps.
- Store staff: receive the stock. When the delivery arrives, it is received against the order and the stock level updates.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Spotting low stock | Regular manual checks | Automatic alert at the reorder level |
| Starting replenishment | Emails and follow-ups with purchasing | Purchase request from the reorder advice |
| Timing | Shortages found late | Caught before availability is critical |
| Responsibility | Unclear who acts | Owners defined for each alert |
| Effort | Repetitive monitoring | Teams act only when an item needs attention |
How it rolled out
- Stock reviewed. Past low-stock incidents and delays were reviewed, and critical and frequently used inventory categories identified.
- Levels and alerts set. Minimum levels were defined for selected items and locations, with alerts and owners for each.
- Teams trained and levels refined. Inventory and purchasing teams were trained, and minimum levels were adjusted after go-live.
The results
- Items approaching minimum levels are identified before availability becomes critical
- Less manual communication between stores, operations and purchasing
- Faster restocking through timely low-stock alerts
- Less repetitive manual checking of stock levels across locations
Why it worked
Started with critical items
Minimum levels were set first for the consumables and supplies that hold up operations when they run out.
Alerts with owners
Every alert goes to someone whose job it is to act, so it does not get lost.
Levels kept current
Minimum levels were reviewed and refined after go-live, so alerts stay useful.
Looking ahead
The company moved from watching stock by hand to being told when replenishment is needed. Minimum levels and alerts catch shortages earlier, and purchasing acts on them without chasing emails.
With levels refined over time, stores, purchasing and operations now share one view of what needs reordering.