How should you run a weekly reorder in EBMS ERP?

A good weekly reorder in EBMS ERP by Koble (formerly Eagle Business Software) has three parts: make the numbers true, run the Inventory Purchasing page vendor by vendor, and review every suggestion before you create purchase orders. The checklist below takes a buyer through it in the same order each week, using standard EBMS screens.

Why run the reorder on a fixed weekly rhythm?

A fixed day turns purchasing from a scramble into a routine anyone can cover. Vendors learn when to expect orders, and you catch low stock before it becomes a rush order.

The EBMS purchasing page does not run itself. It shows items only after you click Find (F5), and it fills order quantities only when you click Default Orders. So the routine is what makes the suggestions happen. Pick a day that lands after your largest receiving day, so counts are current.

What should you do before opening the purchasing page?

Make Count and Purchase Orders accurate first, because the purchasing page builds every suggestion from them. A missed receipt shows as stock still on order and hides a real shortage.

1. Receive everything that arrived. Enter received quantities in Expenses > Receiving, or in the Received column of the purchase order. Receiving raises On Hand on the item's Count tab right away.
2. Fix known count problems. Correct any item you know is off. A wrong count means a wrong order. See cycle counts and purchasing in EBMS.
3. Check open PO arrival dates. Open late or due purchase orders and look at the ETA tab. If a vendor confirms a new date, change the Order ETA date or use Process > Recalculate All ETA Dates to shift the lines.
4. Note new or changed lead times. If a vendor's delivery time has changed, update the Lead Time on the vendor's Terms tab (Expenses > Vendors). See how vendor lead times work in EBMS.

How do you run the purchasing page each week?

Work one vendor at a time: filter by vendor, click Find, let EBMS suggest quantities, then review. This keeps each purchase order small enough to check properly.

1. Go to Inventory > Purchasing and stay on the Purchasing tab. If you stock several warehouses, pick the warehouse; counts and min/max values on the page follow the warehouse you choose.
2. Check Vendor and enter the vendor ID. "Search for primary vendor" limits the list to items where that vendor is the primary vendor.
3. Click Find (F5).
4. Click Default Orders. EBMS fills Order Quantity for items whose Net Ordered (Count plus Purchase Orders minus Sales Orders) is below the Minimum, in multiples of the Reorder Increment.
5. Turn on "Show items with order quantities" to see only what EBMS wants to buy.
6. Review each line (next section) and change Order Quantity where you disagree.
7. Click Create, choose Order, and pick "Use item primary vendors" to get one PO per vendor, or create one PO for all items to the selected vendor.
8. Answer Yes to open the new PO, check it, then print or fax it for the vendor. All POs are listed under Expenses > Invoices and P.O.s.
9. Switch to the Special Orders tab for items sold before they are bought. See special orders and drop ships in EBMS.

Our EBMS purchasing page guide explains each column, and creating POs by vendor covers the Create dialog in detail.

What should you check before you create the purchase orders?

Check each suggestion against recent sales and against what is already coming. Default Orders follows your Minimum and Maximum exactly, so it is only as good as those levels.

• Sales History column. Set it to the last few months. If an item's recent sales are far above or below its Maximum, the stock levels are stale.
• Lead time. Ask whether the order arrives before you run out. Min/max values need to cover demand during the vendor's lead time.
• Slow movers. Skip or cut items that have not sold lately, even if they are below Minimum. See how to find overstock in EBMS.
• Vendor minimums. Compare the PO total with the vendor's minimum order, which is kept on the vendor's Terms tab.
• Missed demand. Look at lost sales for items customers asked for and you could not supply.

What should you do monthly or quarterly instead of weekly?

Recalculate stock levels on a slower cycle. Weekly runs use the levels; monthly or quarterly reviews keep the levels honest.

• Run Inventory > Utilities > Calculate Stock Level Settings, with a months-of-supply value that covers lead time plus a buffer. Our guide on how to set reorder points in EBMS walks through it.
• If you have the Advanced Inventory Management module, review items where the prediction type looks wrong. See inventory forecasting in EBMS.
• Review each item's purchase method. See stock levels, replenishment or special order.

Can the weekly reorder run without the clicks?

Yes, with a purchasing agent. ReorderOwl runs the same routine for EBMS ERP from a question in Slack or ChatGPT, or on a schedule in Slack.

In Slack, an employee can set up a weekly reorder that posts to the purchasing channel. Each run reads sales history, stock and open purchase orders from EBMS, forecasts each item, and orders enough to cover the vendor lead time plus your safety-stock days, plus the EBMS Minimum if you turn Minimums on, rounded up to the order increment. The buyer gets an Excel workbook that explains every line, including its lead time and forecast method, with overstock value in the summary.

When you approve, ReorderOwl saves the purchase orders in EBMS. Scheduled runs can save them too if you set them up that way. Nothing goes to a vendor until someone on your team sends it. The receiving and count steps above still matter, because the agent reads the same EBMS numbers. See ReorderOwl for EBMS or the guide to automating EBMS purchasing.

Frequently asked questions

Why is the EBMS purchasing page empty?

The purchasing page lists items only after you click Find (F5), and again after every change to the filters at the top.

Why did Default Orders not suggest an item I need?

Default Orders suggests an item only when Net Ordered is below its Minimum. Check the item's Minimum on the Count tab, its count, and any open purchase or sales orders.

Can I create one PO per vendor in a single step?

Yes. Choose Create, then Order, and pick "Use item primary vendors". EBMS creates a purchase order for each item's primary vendor.

Does receiving change what the purchasing page suggests?

Receiving raises On Hand right away. Net Ordered already counted the PO when it was created, so receiving mainly matters for keeping counts and open orders accurate.

Can a weekly reorder post to Slack automatically?

With ReorderOwl for EBMS, yes. Employees can schedule a weekly reorder or a daily stock check that posts to the channel.

Sources

1. Inventory Purchasing Page, Koble Systems, accessed 2026-10-01
2. Purchasing Warehouse Inventory using the Inventory Purchasing Page, Koble Systems, accessed 2026-10-01
3. Create Purchase Orders from the Purchasing Page, Koble Systems, accessed 2026-10-01
4. Inventory Receiving Overview, Koble Systems, accessed 2026-10-01
5. Estimated Time of Arrival (ETA) Date, Koble Systems, accessed 2026-10-01
6. Changing Vendor Information, Koble Systems, accessed 2026-10-01
7. Stock Level Settings, Koble Systems, accessed 2026-10-01
8. Lost Sales, Koble Systems, accessed 2026-10-01