Managing Low Inventory with the Critical Items List
In this guide, we'll walk you through how to use the Critical Items List, a powerful tool that helps you quickly identify which materials need to be replenished across your stock locations. Whether you're managing inventory from your desktop or on the go, this feature makes it easy to see what items need to be restocked and exactly where they’re located.
Why the Critical Items list matters 🤔
Running out of essential materials can slow down your operations and lead to unnecessary delays. The Critical Items List helps your team
Identify materials at or below critical stock thresholds
Take immediate action to replenish them}
Streamline replenishment workflows across multiple stock locations
It’s your go-to snapshot for which material quantities need attention before they become a problem.
📉 Critical = Below Minimum Stock Level
The Critical Items List is powered by your min/max settings; nothing appears without them
Critical Items List only works if min levels are set.
If an item has no minimum configured, Ply has no threshold to compare against; it will never appear on this list no matter how low it gets. Make sure every material you want to monitor has a minimum quantity set in its stock location settings.
1. Accessing the Critical Items List
To get started:
Go to the Stock tab
Under Critical Items to Order, click the Show List button
This opens a list of your stock locations where materials have dropped below their minimum stock level.
2. Filtering by Stock Location 📍
If you're managing multiple stock locations:
Click the dropdown arrow next to the location you want to view
This expands the list for that specific location and shows all materials at critical levels
It helps you take action based on where shortages are happening.
3. Selecting Materials to Replenish ✅
Once the list is open:
Select the checkboxes next to the materials you want to replenish
You can choose one or several items based on your needs
These selections will drive the replenishment action you take next.
4. Replenishment Options for Critical Items 🔁
After selecting materials, you’ll see three options appear:
➤ Create an RFQ (Request for Quotation)
Use this to build a quote request and send it to suppliers for pricing.
➤ Create a Pick List
This lets you transfer materials from another stock location. It generates a list so someone can pick up the items and restock the low-quantity location.
➤ Create a Purchase Order (PO)
Choose this to place an order directly with a supplier to replenish the selected materials.
Each path supports a different workflow depending on whether you're sourcing from internal stock or external vendors.
| ✅ Empty and Minimums ARE Set | ⚠️ Empty but Minimums NOT Set |
What it means | All your materials are above their minimum levels. Nothing to do right now. | The list can't show alerts it doesn't know about. |
What to do | Check back regularly. | Set minimums for your most important materials — or use Smart Min/Max to let Ply AI suggest levels automatically. |
So, three paths; pick the one that matches where the stock is coming from.
| 📋 Create an RFQ | 📦 Create a Picklist | 🛒 Create a PO |
When to use | You need to order from a supplier but want to compare prices first. The RFQ is sent to your supplier(s) for them to submit an offer before you commit to a purchase. | You already have the materials in stock at another location (a warehouse or another truck) and want to transfer them to the low-stock location. | You're ready to order now from a known supplier at an agreed price. Skip the quoting step and go straight to a Purchase Order. |
Best for | Larger orders, items with multiple suppliers, or when pricing may have changed since your last order. | Internal restocks — e.g., pulling from Warehouse A to restock Truck #7 where the item is critically low. | Repeat orders from established suppliers where pricing is already set in your catalog. |
💡You can take different actions on different items in the same session
Select 3 items → Create PO. Then go back, select 2 more → Create Picklist. Each action builds a separate document; you don't have to handle everything the same way at once.
5. Wrapping Up the Replenishment Process
Once you've taken action, whether it's creating an RFQ, pick list, or PO, you can:
Click the Back Arrow to return to the main Stock view
Continue reviewing and replenishing other stock locations as needed
Rolling Replenishment: the Automated Version
Let Ply monitor stock levels and create RFQs or POs automatically when items go critical
The Critical Items List is great for a manual review. But if you want Ply to automatically create replenishment documents when stock drops below minimums; without you having to check, that's rolling replenishment.
🎥 Want a Visual Walkthrough?
Check out our step-by-step video below to see the Critical Items List in action.
Still need help? Contact Support!
Questions about setting up your critical thresholds or automating replenishment? We're happy to help.