Assets

Alerts, import and export

Know before you run out of stock or a warranty ends, raise a purchase requisition in one click, and move asset data in and out with spreadsheets.

Contents: Who can use it · Low stock · Expiry reminders · Export · Import · Example · FAQ

Who can use it

Low stock: people who can see stock balances. Raising the requisition also needs permission to create purchase requisitions.
Expiry reminders: people who can edit assets.
Export: anyone who can see the list being exported.
Import: people who can create products (for products) or assets (for assets).

Low stock

Set a Reorder level on a product (its minimum level). The Low stock list shows every product at or below it, with what is on hand, the shortfall and a suggested quantity.

For individually tracked items, on hand is the number of units In stock.
For bulk and measured items, on hand is the free quantity across all locations (quantity minus reserved).
The suggested quantity refills the product to twice its minimum level.

Raise requisition creates a draft purchase requisition for all low products, or only the ones you select, each line at its suggested quantity with the product's usual vendor. Review it in Procurement and submit it as usual.

Every morning 9bx sends one alert listing products that newly fell to their minimum. You are not alerted again for the same product until its stock has gone back above the minimum and dropped again.

Warranty and contract expiry reminders

The Expiries list shows what ends in the next 30 days (choose up to 365): asset warranties and bandwidth link contracts (set Contract ends on the link). Disposed, retired, lost or stolen items and terminated links are left out.

Reminders go out 30, 15 and 7 days before each end date.

The list and the reminders also cover software license renewals, leases, insurance and contracts ending, and unpaid contract instalments (7 days and 1 day before they are due). See Licenses, contracts, bookings and kits.

Export a list

Every asset list has Export (CSV or Excel): assets, products, stock balances, stock movements, assignments, asset requests, reported problems, vendors, purchase requisitions, maintenance schedules and bandwidth links. The file holds exactly what the list shows you, with its filters and your branch. Very large lists are prepared in the background; a notification brings the download link.

Import products and assets

Open Import on the Products or Assets list and download the template.
Fill one row per product or asset. Name categories, units, vendors and locations by their Code; brands and manufacturers by their Name. Dates are written like 2026-10-01.
Upload the file and choose Check file first. Every row is checked and any problem is listed with its row and column.
When the check is clean, choose Import.

Rules:

A file with any error imports nothing. Fix the rows and upload again.
Products are matched by Code: an existing code is updated, a new code is added.
Assets are always new; an asset tag already in use is an error. Only individually tracked products can have assets.
Purchase cost is entered as on the asset form; currency defaults to your workspace's currency.
At most 2,000 rows per file. Your plan's limit on tracked assets still applies.

Example scenario

SaltSync keeps at least 5 spare ONUs. With 4 left in stock, the morning alert lists "ONU XPON 1G (4 of 5)". The storekeeper opens Low stock, selects the ONU and chooses Raise requisition: a draft for 6 units from the usual vendor appears in Procurement.

Troubleshooting and FAQ

A product never appears in Low stock. Its Reorder level is 0 or the product is inactive.

The import says a category was not found. Use the category's Code, not its name.

Products and setup · Procurement · Inventory · Tags, labels and scanning

9bx user guide