Ingredient processing and AI bill scanning

Record production

When the kitchen finishes a batch, such as stock or a sauce, choose Record production. The ingredients used come out of stock, what was made goes into the branch's stock, and its cost per unit is worked out.

Steps

1. Choose Record production and pick the branch
2. Pick what was made and enter the quantity actually madeIf it is not an ingredient yet, create it as a new output with its unit in the same window.
3. Add each ingredient used, as actually used
4. Add overhead such as gas or labour, and a note (optional)
5. Choose Record production

Good to know

• Next time, choose Repeat on an earlier run to open the form already filled in.
• A run is not blocked when stock is short; the balance may go negative until the next count.
• People without inventory management access can see runs but cannot record new ones.

Review a run against its standard recipe

Tap a run to see what was made, which ingredients were used and what the run cost. When the item has a standard recipe, the same page shows where each ingredient was over or under the standard.

Repack into smaller packs

When you open a bulk pack and split it into smaller packs, such as 1 sack of rice (25 kg) into 25 bags of 1 kg, or a gallon of sauce into bottles, choose Repack. The bulk pack comes out of stock, the new packs go in, and the whole cost moves to the new packs. With lot tracking on, the new packs keep the expiry date of the lot that was opened.

Steps

1. Choose Repack and pick the branch
2. Pick the bulk pack and how much was opened
3. Pick the new pack and how many came outFor several pack sizes, choose Add another pack size. With every share blank the cost is split by what each pack holds (a 2.5 kg bag costs more than a 1 kg bag) when BoxBak knows the pack sizes from the item units (items counted in pieces, such as a carton and a can, need a shared unit conversion); otherwise enter a share for every size.
4. Choose Save repack

Good to know

• A repack adds no extra charges: the cost per new pack is the cost of what was opened divided by how many came out.
• If a repack was wrong, repack it back the other way or count the stock. The original record is never edited.

Runs that make several things

When one run makes more than one thing, such as butchering a whole chicken into breast, thigh and bones for stock, add them in the Other outputs and byproducts step. With every share blank the run's cost is split by quantity made (the outputs must use one unit) and byproducts carry no cost, or you can enter a share for every product, e.g. two outputs with 3 and 1 = 75% and 25% (a byproduct left blank = 0). Some typed and some blank is not accepted.

Good to know

• The run's page shows each output's share and the cost it carries.
• The costs of all outputs add up exactly to the run's cost.

Scan purchase bills with AI

Choose Photograph or upload bills, or Choose from bill library. AI reads each bill into draft lines, and you can add the next bill without waiting. Reading a bill uses about 0.2 AI credit per bill page (not more than 1), and Read again uses credit again.

Steps

1. Choose Photograph or upload bills and pick the bill photos
2. Or choose Choose from bill library, tap the photos you want, then Scan
3. Wait for the status to change from AI is reading to Ready to review

Good to know

• When AI credits run out the bill cannot be read; top up on Settings › Credits & usage, then choose Read again.
• If the store's AI assistant is off, bills cannot be read; the owner can switch it on in Settings › Store features.

Check the draft and add it to stock

What AI read is not final until you check it. Match every line to an ingredient (or choose Create new) and fix quantity, unit and price to match the bill. When every check under Before adding to stock passes, choose Add to inventory; a purchase order is created and the stock is received at once.

Steps

1. Open a bill that is Ready to review, pick the receiving branch and the supplier (optional)
2. Match every line to an ingredient and check quantity, unit and price
3. If the total differs from the bill, enter the reason it asks for
4. Choose Add to inventory, or Add all to inventory for several bills

Good to know

• When purchase order approval is on, the stock waits for approval before it is received.
• If a bill was already keyed into stock by hand, choose Already entered by hand instead of adding it again.

When bill or production numbers are wrong

Fix a misread bill in the draft before adding it to stock, or choose Read again if the photo was unclear. For production, check the units of the output and the ingredients, because a recorded run has already changed stock. Do not add a bill to stock just to try it and fix it with a stock count later.

Good to know

• If stock from a bill was received wrongly, use Correct quantity on the purchase order it created.