Continuous availability of goods without manual stock tracking

Never out of stock, never without a response – automated purchasing that works in real time.

Stock management is one of the key elements of a stable and efficient supply chain.

A shortage of products in stock can lead to lost sales, dissatisfied customers, and disruptions to business processes, while excess stock increases storage costs and ties up capital.

To ensure an optimal balance between product availability and efficient stock management, PANTHEON enables a workflow that automatically generates an order for the primary supplier when stock falls below a predefined minimum stock level.

This makes the purchasing process fully automated, fast, and reliable, eliminating the need for constant manual monitoring of stock or the preparation of individual orders.

How does the workflow process work?

PANTHEON continuously monitors the stock for each item in the system.

For each product, you can set a minimum stock level that triggers the start of the purchasing process.

When the stock quantity falls below a specified minimum, the workflow is automatically activated, and the system identifies the primary supplier for this item.

PANTHEON then automatically generates an order with predefined parameters, including:

• Items
• Quantity to restock
• Price (if specified)
• Terms of delivery
• Other information required from the supplier

An order can be automatically sent to the supplier via email or remain in the system as a document ready for final review and approval, depending on the company’s business rules.

Stock management optimization

One of the biggest challenges in the purchasing process is responding to changes in stock in a timely manner.

Manual tracking of stock often leads to delays in response, resulting in key products not being available when you need them most.

By automating this process, the company ensures real-time monitoring of stock changes and an immediate and consistent system response.

This reduces the risk of:

• Human errors
• Overlooked items
• Purchasing carried out too late

The result is a more stable supply chain and better product availability for customers.

A more efficient purchasing process without administrative burdens

In the traditional way of working, purchasing staff must regularly check stock levels, analyze demand, and manually prepare orders.

While this process is necessary, it is time-consuming and leaves room for errors.

Workflow automation in PANTHEON eliminates the need for these repetitive tasks.

The system monitors stock levels and automatically triggers the purchasing process when predefined conditions are met.

This gives employees more time to analyze the market, negotiate with suppliers, and engage in strategic purchase planning, rather than spending time on operational monitoring and document preparation.

Control and flexibility in the purchasing process

Although the process is automated, the company retains full control over all purchasing parameters.

• Rules such as the following can be established:
• Minimum and maximum order quantities
• Preferred suppliers
• Different thresholds for different product categories
• Special terms and conditions for seasonal merchandise

The process can be configured so that an order is sent directly to the supplier or to first require approval from the person in charge, which further increases the level of control.

This flexibility enables companies to automate their operational processes while maintaining strategic control over purchasing.

Fewer risks and greater product availability

Automatic order generation significantly reduces the risk of stock shortages.

The system responds as soon as stock reaches a critical level, thereby ensuring continuity of supply and preventing sales disruptions.

This has a direct impact on customer satisfaction, as products are available without frequent shortages or delivery delays.

At the same time, this reduces the need for urgent and unplanned purchases, which often result in higher costs and less favorable commercial terms.

Who is this solution intended for?

This workflow solution is designed for all companies that want to improve stock management, automate the purchasing process, and reduce the risk of stock shortages.

It is particularly useful for retail chains, distributors, wholesalers, and manufacturing companies with a large number of SKUs and high stock turnover.

By using the PANTHEON Workflow feature, the purchasing process becomes proactive, automated, and fully aligned with actual stock levels, ensuring stable operations and efficient resource management.

Key value of the solution

Don’t wait until your stock runs out—let the system take action in a timely manner. Automate your purchasing and ensure uninterrupted, seamless operations.