Ingredients, units, stock on hand and ingredient cost

What the inventory overview shows

The inventory overview puts what needs attention on one page: cards for items low or out of stock and goods to receive, a Needs attention list and a Days until stockout list. Pick a branch at the top to see one branch or all branches, then tap a card or row to go to the page where you fix it.

Good to know

• Money figures (stock value, costs) are shown only to people allowed to see costs.

Add an ingredient and set its units

Every ingredient has one base unit the app uses to store and count stock: grams (g), millilitres (ml) or pieces. If you buy it by the pack or bottle, set a purchase unit with the size of one unit, and every screen converts to the base unit for you.

Steps

1. Open Inventory items and tap Add ingredientOr tap Add ingredient on the inventory overview.
2. Enter the ingredient name under Core details
3. Under Units and conversion, pick the base unit, then the purchase unitFor example, bought by the bottle: 1 bottle = 500 ml. The app shows the factor so you can check it before saving.
4. Enter a reorder point under Stock thresholdsWhen stock falls below it, a restock task appears on the inventory overview.
5. Tap Save ingredient or Save and add another

Good to know

• The base unit cannot change once the ingredient has stock activity, so pick the smallest unit you use in recipes and counts from the start.
• The supplier section and the storage and expiry section appear only when those features are switched on.

Manage your store's units, such as cases, packs and bags

Manage units is where you create the units your store buys or counts in, such as a case, pack or bag: choose the kind (weight, volume or pieces) and the size of one unit, and the app converts to grams, millilitres or pieces when you order, receive and count stock. The built-in standard units are ready to use and cannot be edited.

Steps

1. Open Manage units and tap Add unit
2. Name the unit and pick its kind by what is insideFor example, a case of soda = pieces, a rice sack = weight.
3. Enter the size of one unit, or leave it blank if the size variesFor a blank size, the app asks for the size when you link the unit to an ingredient.
4. Link the unit to an ingredient on the ingredient's edit screenUnder Available units you can define a unit from another one (1 pack = 12 bottles) and choose whether it is used for Purchase, Count, Transfer, Waste or Recipe.

Good to know

• Deleting a unit only removes it from the picker; ingredients that already use it keep working.

Start from a sample ingredient kit for your store type

While you have no ingredients yet, the inventory items page offers a sample kit of 10–20 ingredients for your store type, for example coffee beans, fresh milk, cups and straws for a cafe. The kit holds names, base units and purchase units only (for example fresh milk: 1 carton = 1000 ml) — no stock quantities, no costs and no recipes, so your stock and cost reports stay correct.

Steps

1. Open Inventory items while you have no ingredients and tap Add the sample ingredients
2. Rename them, change purchase units or delete the ones you don't useSample ingredients carry the sample tag (its label is in Thai).
3. Receive stock as usual to get real quantities and costs
4. If you don't want them, tap Remove the sample kit in the bar at the topIngredients you edited or used are kept, and the app tells you which.

Good to know

• The “Add an ingredient to stock” mission does not count the sample kit alone; it counts once stock is received or you take the sample tag off an ingredient you really use.
• Your store type is set in the store settings; the kit offered follows it.

Where stock on hand comes from, and the movement history

Stock on hand is built from every movement: deliveries and incoming transfers add stock, while recipe-based sales, waste and outgoing transfers take it away, and stock counts correct it to what is really there. Open an ingredient to see its Stock movements, newest first, and open the stock report to see what each branch has left, what is low or out, compare branches and export to Excel.

Good to know

• Every correction is a new movement; old history is never edited or deleted, so you can always see why a balance changed.

Where ingredient cost comes from

An ingredient's unit cost comes from the prices you actually received it at (the average cost of your deliveries, or the latest received price). An ingredient you have never received has no cost yet, so stock value and dish costs come out incomplete. See the cost of each dish on the Food Cost page.

Good to know

• Costs and values are shown only to people allowed to see costs; others see quantities only.

When a quantity or unit looks wrong

Check that the right branch is selected, then open the ingredient's movements to see whether the balance changed through sales, deliveries, transfers, waste or counts. If sales take off too much, the recipe quantity or the purchase-unit size is usually wrong: fix the cause first, then count the stock to correct the balance.

Good to know

• Selling is never stopped because stock is short, so a balance can go negative if deliveries have not been recorded.