Stock Replenishment Checklist

Pull the ROP / min-max exception report from NetSuite, Epicor, or Dynamics BC. Filter for items below reorder point or projected to fall below before next planned receipt. Cross-check against the MRP action messages — sometimes ROP triggers fire on items MRP has already covered.

For each flagged item, net demand from open work orders and customer orders against on-hand plus on-order. Watch for double-counting safety stock and for stale firm-planned orders that should have been released or cancelled.

Pull the prior week's cycle-count variance log. Anything outside materiality tolerance (commonly ±2% for A items, ±5% for B, ±10% for C) gets a recount before a PO is cut — buying against a phantom shortage is a common gotchas at small shops without WMS discipline.

Have a second counter recount the variance items. Post the inventory adjustment in the ERP with reason code, then re-run the ROP report — quantities to buy may have changed materially.

Verify each supplier is on the Approved Vendor List with current status and qualified for the part number. A supplier suspended for OTD or quality should not receive a new PO without buyer-manager override.

Compare ERP lead time to the blanket PO or last-quoted lead time. Suppliers quietly extend lead times when capacity tightens; buying against stale 4-week lead time when reality is 9 weeks is how stockouts happen.

For non-blanket items above the spot-buy threshold (commonly $2.5K or whatever your procurement policy specifies), issue an RFQ to the AVL and dual-source suppliers. Capture pricing, lead time, MOQ, and payment terms.

Convert approved planned orders to firm POs in NetSuite / Epicor / Dynamics. Verify the part rev on the PO matches the current released rev in PLM — buying against a superseded rev is one of the most common ECN-related gotchas.

Any PO above the buyer's signing authority routes to the planning or procurement manager. Capture approval before transmitting to the supplier — POs sent without approval are a recurring audit finding.

Send via the supplier portal, EDI, or email per the supplier's preferred channel. Require a written acknowledgment with confirmed promise date — a missing ACK is the leading indicator of a missed delivery.

Pull the open-PO aging report. Any line past the promise date or with promise date inside the safety-stock buffer gets a call (not just an email) to the supplier's CSR. Update the promise date in the ERP after every contact.

Match part number, rev, quantity, and PO number on the packing slip to the open PO line. Note any visible damage or count discrepancy on the carrier's BOL before signing — claims are nearly impossible after a clean signature.

For traceable material (raw stock, fasteners on aerospace / medical jobs, alloy castings) record lot, heat number, and CoC / mill-cert number in the receiving record. Missing traceability data on receipt is irrecoverable once material moves to stores.

Quality runs incoming per the inspection plan — ANSI Z1.4 sampling level, AQL per part criticality. First lot from a new supplier or after a process change gets full inspection, not sample. Critical dimensions go on the CMM.

Write the NCR in the QMS (ETQ, Qualio, MasterControl) with photos and measurements. Red-tag and move to the segregation cage — NCR'd material left on the receiving dock gets accidentally putaway, which becomes a recall risk on regulated product.

Print barcode labels with part number, rev, quantity, lot, and receipt date. For shelf-life-controlled material (adhesives, resins, gaskets) include expiration date prominently — FIFO depends on it being visible without scanning.

Stage older lots in front, new lots behind, in the assigned bin. Confirm the WMS bin assignment matches the physical putaway. Mis-binned material is the #1 cause of shortages reported on the floor.

Post the receipt against the PO line. Three-way match (PO, receipt, invoice) drives AP — receipts not posted same-day cause invoice holds and supplier complaints. Close the PO line if fully received.

For pull-system items, refresh kanban cards at the supermarket. Review whether ROP, safety stock, or kanban quantity needs recalculation based on the latest demand signal — quarterly recalc is a typical cadence.