Inventory overview

Inventory lets you track what you hold, what it costs, and what your dishes use. It connects your raw ingredients to the products you sell, so selling a dish can draw down stock and you can see your margins.

How the pieces fit together

• Ingredients are your raw materials — coffee beans, milk, buns. Each has a unit of measure; its cost is recorded on the Supplier side, per supplier. They live on the Stock list, and each has its own page. See Ingredients.
• Recipes link ingredients to the products you sell, so the system knows what each dish consumes. The Recipes page lists every product with its recipe status, what the recipe costs and the allergens it rolls up, and filters to the dishes that still have none. See Recipes, and Serving sizes for what a double or a pint pours.
• Stock is one list of every ingredient with the count you hold, per area — and per location too if you run more than one site — with low and out-of-stock flags, and everything you can do to an ingredient. See Stock.
• Count sheet is its own row in the sidebar, under Stock: every ingredient at one site on one page, built to use on a phone while you walk the site. See Count sheet.
• Purchasing turns your low items into orders, holds your purchase log, and lists the suppliers you buy from and at what price. Receiving an order tops up your stock. See Purchasing and Suppliers.
• Usage is what you got through, worked back from what you sold — no stock counts needed, just a recipe. Click any ingredient there for its own page: the days and the hours it goes, what it goes into, and how long what is on the shelf will last.
• Margin is the money: what your sales actually made, what each dish would make at menu price, your worst and best sellers, price rises, stock-check gaps and wastage cost. Every margin there has VAT still in it and is labelled Margin incl. VAT. The Dashboard tiles and the top of the Spreadsheet cost each dish the same way: units converted (grams against a price per kg), prepped ingredients at their prep cost, voided items left out. See Margin. If dashboards are switched on for your account, Margin also has a Dashboard of tiles you can move around and a Boxes view with a card per product, both driven by a row of date buttons — see that article for what the dates do and do not reach. The Dashboard's tiles are grouped by family: margin, menu, prices and leaks. The Boxes view is one card per product showing what you KEEP on each — biggest earner first, and a product whose cost cannot be trusted says why instead of showing a number.

Stock is also where you move stock between places.

Stock the everyday way

• Enable stock tracking — simple on a product, or recipe-driven through ingredients.
• Count sheet — for your first count (or a full re-count), a whole site in one pass. Split it into the areas you actually count — Cellar, Behind the bar, Store room — so the sheet follows your walk instead of one long A-to-Z list.
• Low-stock alerts — check the Running out tab as a routine; nothing pushes you.
• Adjust stock counts — after a stock take, spillage or short delivery.

Purchasing step by step

• Create a purchase order · Send a purchase order · Receive a purchase order.
• Purchase-order statuses.

Where to start

If you are setting up for the first time, the natural order is: add your ingredients, build recipes for your dishes, set your stock counts, add your suppliers, then use Purchasing to reorder. You don't have to do all of it — even ingredients and recipes alone give you costed margins.

Common questions

• Inventory FAQ · Purchasing troubleshooting.
• Prepped ingredients — batch-made items (coleslaw, mash) with their own recipe; cost and allergens roll up into every dish that uses them. See Ingredients.