➡️How it works
📌 This article covers the SureStock overview. For the full step-by-step setup walkthrough (with screenshots for every step), see Rolling Replenishment.
Configure automations that automatically create POs, transfers, or picklists based on one of three triggers:
Trigger | Description |
Usage-based | Detects materials used but not restocked and automatically requests the quantity needed to cover the gap |
Min Settings | Triggers a PO when a material reaches or falls below its minimum quantity |
Max Settings | Triggers replenishment to bring stock back up to the configured maximum |
➡️Frequency options
Daily
Weekly
Monthly
Custom - every X days or every X weeks
➡️ Before you start: requirements
For Rolling Replenishment to generate a picklist, all of the following must be true:
The location must already have materials in its stock inventory, an empty location has nothing to track.
Stock must have actually been deducted, materials must have been used or transferred from the location since the last run. No deductions = no picklist.
If using Min or Max Settings, materials must also have their minimum/maximum quantity configured at that location; without it, Surestock has nothing to compare against.
➡️ Two paths: Pick List or Purchase Order
When setting up a configuration, you'll choose between two outcomes:
Create Pick List: requires a Source Warehouse and Truck Destination. Materials not stocked in the source warehouse can't be picked, for those, Surestockautomatically creates a draft PO instead.
Create Purchase Order: no source warehouse needed, since the PO ships directly to the destination. You can set an optional fallback supplier, used only when a material has no Smart Supplier match, otherwise each material is ordered from its resolved Smart Supplier automatically.
💡 Auto-create PO for out-of-stock materials is a separate toggle that controls what happens when a Pick List run finds materials out of stock in the source warehouse: On auto-creates a draft PO for them; Off leaves them on the pick list marked "Needs Refill" for manual review.
➡️ Best practices
✅ Understand the "Min" threshold is strict, not "at or below."
Rolling Replenishment only includes materials strictly below their minimum, a material sitting exactly at its minimum won't be picked up yet. This differs from the Replenishment List, which shows materials at or below minimum. Don't be surprised if the two views don't match exactly.
✅ Use "Process Now" to test your setup before relying on the schedule.
This triggers the automation immediately without waiting for the next scheduled run — useful for confirming everything is configured correctly.
✅ Check the source warehouse before setting up a Pick List path. If materials aren't stocked there, they'll fall back to a draft PO instead of being picked, decide if that's the outcome you want, or add the item to the source warehouse first.
➡️ Common issues & fixes
"I enabled Rolling Replenishment, but no picklist is being created."
The most common reasons are that no materials were deducted from the location since the last run, the location has no materials in stock at all, or (if using Min/Max strategy) minimums or maximums aren't set for those materials. Use Process Now to test immediately without waiting for the next scheduled run.
"Will I see the picklist immediately after a tech uses materials?"
No, Rolling Replenishment runs on a schedule. If a tech uses materials today, the picklist is created the next time the automation runs (usually the next day). This isn't retroactive.
"Rolling Replenishment set by 'min quantity' didn't include a material I expected." Check three things: (1) the material may be sitting exactly at its minimum, not below it — see the best practice above; (2) it may already have an open rolling PO or picklist from a previous run, since Ply won't duplicate an item that's already covered until that one completes; (3) it may be marked as non-replenishable, which excludes it from Rolling Replenishment entirely.
"I want to see Rolling Replenishment picklists/POs, but I'm not sure where they show up."
Picklists appear in the Picklists tab under Stock, named with the truck/warehouse location so you can identify where each came from. Draft POs appear in Purchase Orders under Procurement & Purchasing.
➡️ FAQs
Can I run Rolling Replenishment on demand instead of waiting for the schedule? Yes — use Process Now from the three-dot menu next to the location's configuration.
Does this work the same for warehouses and trucks?
Yes — Rolling Replenishment can be configured for either type of location.
Can I have different strategies (Usage vs. Min vs. Max) for different locations?
Yes — each location's Rolling Replenishment configuration is independent, so you can mix strategies across your fleet as needed.
Still need help? Contact Support!