Inventory
The Inventory area controls the ingredients used by each branch and records every change to their quantity and cost. It is designed around an audit trail: stock is changed through purchases, sales, counts, transfers, and committed stock movements—not by directly editing an on-hand balance.
Before You Start
Set up these records before working with inventory:
- Create the branch and configure its currency.
- Create the measurement units you need, such as gram, litre, or piece.
- Create suppliers if you will record purchase orders.
- Create ingredients for each branch, with the correct stock unit, cost per unit, and low-stock alert quantity.
- Map ingredients to products and option values where stock should be consumed by sales.
Important: An ingredient belongs to one branch. To move the same material between branches, create the corresponding ingredient in both branches with the same unit, then use a Stock Transfer.
How Stock Changes
| Activity | What changes stock | When it is posted |
|---|---|---|
| Purchase receipt | Adds the confirmed received quantity | When a purchase is marked received, including each partial receipt |
| POS sale | Deducts the recipe quantities | When the order stock workflow is synchronized |
| Refund | Restores recipe quantities | Only for ingredients marked Returnable |
| Manual movement | Adds or subtracts stock, or records a loss | Immediately when the movement is saved |
| Inventory count | Posts the difference between system and counted quantities | When the count is approved |
| Stock transfer | Removes stock from the source, then adds it to the destination | On dispatch and on each receipt, respectively |
Every posted change is visible in Stock Movements. The current stock displayed on an ingredient is the resulting on-hand quantity in that ingredient’s stock unit.
Recommended Daily Workflow
- Receive supplier deliveries against purchase orders.
- Record spoilage, waste, samples, staff meals, and exceptional adjustments as they occur.
- Review low-stock ingredients and the Inventory Analytics dashboard.
- Transfer stock between branches through the approval, dispatch, and receipt workflow.
- Perform an Inventory Count on the chosen schedule and approve it after review.
Core Rules
- Stock quantities cannot go below zero when negative stock is disabled for the branch.
- The ingredient stock unit cannot be changed after stock movements exist. Create a replacement ingredient if a different stock unit is required.
- Posted stock movements are immutable. Correct an error with Correct Movement, which creates a reversal and a replacement record.
- An approved inventory count is final. Review its quantities and variances before approval.
- Stock transfers require different active branches that use the same currency. Each source/destination ingredient pair must use the same unit.
Inventory Pages
- Inventory Analytics — performance, purchasing, loss, and low-stock insights.
- Units — measurement units used by ingredients and recipes.
- Suppliers — vendors used for purchases.
- Ingredients — the stock items managed by the system.
- Purchases — purchase orders and receiving.
- Stock Movements — the immutable ledger of stock changes.
- Inventory Counts — physical counts and variance posting.
- Stock Transfers — controlled movement between branches.
Access Control
Give users only the permissions required for their role. In addition to view, create, edit, and export permissions, counts require separate Approve and Cancel permissions; transfers require separate Approve, Dispatch, Receive, Close, Cancel, and Void permissions. See Permissions Reference for the complete list.