Documentation

Inventory

Find your way around Inventory: what the dashboard shows, what each menu entry is for, and which guide covers it.

Everything in Inventory is done in the Web admin, from the Inventory menu at the top of the screen. The menu has three columns: Products, Operations and Reports. You only see the entries your role has permission for.

New to Inventory?

Follow Getting Started. It takes you through categories, units, suppliers, warehouses, your first products and opening stock in the right order.

The Inventory Dashboard

Go to Inventory > Dashboard. You need permission to view the inventory dashboard.

Inventory Dashboard with the Stock value, Low stock, Out of stock, Received this month, Written off and Supplier bills cards, the Needs ordering list and the Today panel
The Inventory Dashboard: six summary cards at the top, Needs ordering on the left, Today and Recent movements on the right
On screen What it shows
Stock value The value of the stock you hold and the number of products. Valuation opens the Stock Valuation report.
Low stock How many products are below their reorder point.
Out of stock How many products that have a reorder point have run out.
Received this month The value and number of receipts this month. GRNs opens the goods received notes.
Written off The value written off this month and the number of adjustments. Movements opens Stock Movements.
Supplier bills What you owe suppliers, with the bills that are overdue or due soon. Pay bills opens the payment screen.
Needs ordering Products below their reorder point, with On Hand, Reorder Pt, Suggested and On order. New purchase order starts a purchase order with these products already on it.
Today Today's count of Receipts, Issues, Transfers, Adjustments, Counts and Production, followed by Recent movements.
Lower on the page Last 30 days, Stock value by category, Purchase orders awaiting receipt and Supplier bills due.

If you have more than one warehouse, a warehouse list appears at the top right so you can look at one warehouse at a time. Low stock report opens the Low Stock report and Refresh reloads the figures.

The Inventory menu

Products column

Menu entry What it is for Guide
Dashboard The summary described above. This page
Products The items you buy, stock and cook with. Products
Categories Groups for your products. Getting Started
Product Attributes A list of attribute types such as size or cut. Product Attributes
Unit Of Measures The units that exist in your account. Units of Measure
Unit Of Measure Conversions Conversions that are true for every product, such as kilogram to gram. Units of Measure
Suppliers The vendors you buy from. Getting Started, Purchases
Warehouses The places where stock is kept. Each warehouse belongs to a branch. Getting Started
Batches Batches of received stock. Batch Tracking
Currencies The currencies your account uses. Currencies

Operations column

Menu entry What it is for Guide
Purchase Orders Orders you place with suppliers. Purchases
GRN (from PO) Goods received notes: stock received against a purchase order. Goods Received Notes
Direct Receipt Stock received without a purchase order. Direct Receipts
Supplier Returns Goods sent back to a supplier. Supplier Returns
Supplier Bills, Credit Notes, Recurring Bills, Pay Bills, Supplier Outstanding What you owe suppliers and how you pay it. Supplier Bills
Scan Invoice Scan a supplier invoice to create a goods received note from it. Goods Received Notes
Production Orders A batch made in-house from ingredients and added to stock. Production Orders
Stock Movements Every change to stock, plus adjustments and transfers you record yourself. Stock Movements
Stock Counts Counting what is on the shelves and correcting the figures. Stock Counts
Opening Stock The stock you already held when you started. Opening Stock
Stock Reservations Stock held back for a purpose. Stock Reservations

Reports column

Inventory > Reports opens a list: All Reports, Stock Valuation, Stock Level, Low Stock, Inventory Aging, Inventory Movement, Inventory Turnover, Purchase Order Status and Stock Transaction History. All Reports is the full list. See Reports.

Inventory settings

Inventory settings are not in the Inventory menu. Click Settings in the top menu and open the Inventory tab. See Settings and Stock Alerts.

How the pieces fit together

  1. Set up the basics
    Categories, units, suppliers and warehouses. See Getting Started.
  2. Create your products
    Each product has a base unit that its stock is counted in. See Products and Product Units and Packaging.
  3. Enter what you already hold
    Use an opening stock entry for each warehouse.
  4. Bring new stock in
    Order with a purchase order and receive it with a goods received note, or receive without an order using a direct receipt. Stock you make yourself comes in through a production order.
  5. Stock goes out
    When a dish with a recipe is sold, its ingredients are taken from stock. See Recipes. Record waste, corrections and transfers between warehouses under Stock Movements.
  6. Check and correct
    Do a stock count to bring the figures back in line with the shelves, and use the reports to see value, levels and movement.

Three ideas to know first

Base unit

Every product has one base unit, chosen when you create it. Stock quantities, unit cost and opening stock are all in that unit. Other units on the product, such as a box you buy in, convert to the base unit.

Units of Measure tab of a product with Box at 24 marked Purchase, Pack at 6, and Piece at 1 marked Base and Sales
The Units of Measure tab of a product: Piece is the base unit, and a Box of 24 is the unit it is bought in

Warehouses and branches

Stock is held per warehouse, and each warehouse belongs to a branch. Every branch gets one warehouse automatically, named after the branch followed by "- Storage". You can add more under Inventory > Warehouses.

Unit cost

Each product has a Unit Cost: the purchase cost of one base unit. It is updated automatically when a goods received note is posted, unless Cost Update Method in the Inventory settings is set to Manual.

All Inventory guides

Getting Started

First-time setup in the right order.

Products

Create and edit products, stock levels, suppliers and variants.

Product Attributes

The list of attribute types and what it does today.

Product Units and Packaging

The base unit and the boxes, packs and bags a product is bought in.

Units of Measure

The units in your account and the conversions between them.

Opening Stock

Enter the quantities and costs you already had when you started.

Purchases

Suppliers and purchase orders.

Goods Received Notes

Receive stock against a purchase order.

Direct Receipts

Receive stock without a purchase order and record what you paid.

Supplier Bills

What you owe suppliers: bills, payments, credit notes and recurring bills.

Supplier Returns

Send goods back to a supplier.

Production Orders

Record a batch made from ingredients and add it to stock.

Stock Movements

See every change to stock and record adjustments and transfers.

Batch Tracking

Batches of received stock.

Stock Counts

Count the shelves and correct the figures.

Stock Reservations

Hold stock back for a purpose.

Stock Alerts

Low stock and expiry alerts.

Currencies

The currencies your account uses.

Reports

Stock value, stock levels, low stock and movement reports.

Settings

The Inventory tab under Settings.