Inventory Management¶

Inventory management tracks stock through a main warehouse and any number of sub-stocks (e.g. the fridge behind each bar). Sales deduct stock automatically — including recipes (a cocktail deducts 4 cl of rum from the bottle). On top of that: suppliers, purchase orders, goods receipt, stocktaking, and a complete, gap-free booking journal.

Admin → Lager (Inventory) · Activation: Settings → Operations → Inventory Management

Keeping an Overview Even Without the Inventory Module

Don't need stock tracking? Then leave the module switched off and use the Best & Worst Sellers report instead: quantities sold per article show what needs reordering — for many small businesses, that's entirely sufficient.

Core Concepts¶

Term	Meaning
Stock location	A place with its own stock: main warehouse, bar 1, kitchen …
Workstation stock	Each workstation can be assigned a stock location under Settings → Workstations. Sales at that workstation deduct from there (otherwise from the main warehouse).
Stock unit	The unit used for counting (bottle, piece, kg) — set on the article.
Content	Content per stock unit (e.g. bottle = 0.7 l) — the basis for recipe conversion.
Packaging	The order unit at the supplier (e.g. crate of 20 bottles) with its own purchase price.
Min / target	Per stock and article: below min, replenishment is requested; refilled up to target.

System stocks are created automatically: main warehouse, goods-in, loss, goods-out, kitchen, and empties/returnables.

ℹ️ Negative stock is allowed — a sale is never blocked. Shortfalls are highlighted in red and can be corrected via stocktaking.

Setting Up an Article as a Stock Article¶

Admin → Articles → open article → "Lager" tab

Enable Track stock — from now on every sale deducts from it.
Min/max stock (optional): the basis for the main warehouse's order proposal.
Content per unit (optional): e.g. 0.7 + unit l for a 0.7-litre bottle.
Suppliers & packaging: per supplier the article number, the packaging ("crate 20×0.5"), the packaging factor (20), and the purchase price per packaging unit; mark one entry as default.

Recipes¶

In the same tab you can define recipe components: the sold article (e.g. "Cuba Libre") then deducts its components — quantities can be given either in the component's stock unit (1 bottle) or its content unit (4 cl). Recipes may be nested (max. 3 levels). Components themselves need "Track stock" enabled.

Recipe Costing in the Article¶

Below the recipe, the stock tab shows a live costing of the base recipe: net cost per component plus food cost, net selling price, contribution margin in euros and percent, food cost ratio and a gross price suggestion. The purchase price per component comes, in this order, from the main stock's average purchase price, another stock's average, or the default supplier's package price (divided by the package factor).

Target contribution margin: the default is the business value under Admin → Settings → Operations → Costing defaults (default 70 % of the net selling price). Individual articles can carry their own value (1–95 %) via "Article exception".
"Apply to price field" only writes the suggestion into the form's price field — it is saved, as always, with Save.
If a component has no purchase price, has been deleted, lacks "Track stock" or the recipe is deeper than three levels, the costing names the component and locks contribution margin and suggestion; the food cost shown is then a lower bound.

Contribution margin is not profit

Extras and side dishes are not part of the base recipe and are not included. Staff, rent and energy are not yet deducted from the contribution margin.

Inventory Cases at a Glance¶

Case	Path	What happens
Sale	automatic when ordering/checking out	article + recipe + options are deducted from the workstation stock
Void	automatic	exact counter-booking back into stock
Goods receipt with an order	Inventory → Orders → open order	record delivered quantities per line item (partial deliveries too), purchase price adjustable
Goods receipt without an order	Inventory → Bookings → New booking → Goods receipt	free-form booking into a target stock
Transfer	Inventory → Bookings → New booking → Transfer	stock moves between stock locations
Bar replenishment request	POS → Inventory → Request (or automatic)	the bar requests from the main warehouse; the warehouse picks the order; it is booked on arrival
Breakage / expiry / own use	POS → Inventory → Breakage/Loss, or Admin → Bookings	deduction with a reason into the loss stock
Stocktaking	Inventory → Stocktake	count — differences are booked automatically as a correction
Supplier order	Inventory → Orders → Order proposal	demand computed from min/target, grouped by supplier, sent by email
Correction	Inventory → Stock → row action	single correction with a ± quantity (audited)

Admin Area: The Tabs¶

Stock¶

Select a stock location and view stock levels with min/target, average purchase price, and stock value. Articles below the minimum stock or in the negative are highlighted in red. Row quick actions: book a loss, transfer, correct.

Bookings (Journal)¶

Every movement — sale, goods receipt, transfer, loss, correction — shown chronologically with "who, when, what, from where to where." Filterable by stock, article, and period. Manual bookings are also entered here.

Requests¶

Open bar replenishment requests with status Requested → In delivery → Booked. The main warehouse picks the order, and the bar confirms receipt (also directly at the POS).

💡 Auto-Requests: With the Settings → Operations → Inventory: Auto-Requests toggle, the system automatically generates requests every 5 minutes as soon as a bar stock falls below the minimum.

Orders¶

Supplier orders with line items in packaging units. The order proposal calculates the main warehouse's demand from min/target, rounds up to full packaging units, and groups by supplier. Orders can be emailed to the supplier. At goods receipt, delivered quantities are recorded per line item — partial deliveries stay open.

Stocktaking¶

Per stock: start the stocktake → fill in the counting list (with search and barcode entry, Enter jumps to the next field) → finish with a difference preview. Differences are booked automatically as a correction, and the period counters restart. Uncounted articles remain unchanged. Every stocktake is kept as a record.

Practical Example: Monthly Stocktake at the Bar

Pizzeria Da Mario counts the bar on the 1st of the month before opening: start the stocktake, scan bottle by bottle with the barcode scanner (Enter jumps ahead), enter the rest via search — after 20 minutes, the difference preview shows 2 bottles of red wine and 5 wheat beers short. Finish, done: the shortfall appears as a correction in the journal and in the loss report. If you only want to count what stands out, just count those articles — the rest stays untouched.

Suppliers¶

Master data (address, order email, customer number, minimum order value, lead time) and an overview of the assigned articles with their packaging.

Stock Locations¶

Create/rename stocks and maintain the min/target stock levels per article. Also visible: which workstations use the stock.

POS: Inventory Functions for the Bar¶

POS → Lager (tile appears only with inventory permission):

Stock — current stock level of your own bar stock
Request — request replenishment from the main warehouse (pre-filled from min/target)
Breakage / Loss — article, quantity, reason (breakage, expiry, own use, staff consumption) — three taps
Goods Receipt — confirm delivered requests

Reports¶

Admin → Reports → Lager: stock value per location, sales, receipts, losses broken down by reason, and corrections for the selected period — the shrinkage indicator for every bar.

Permissions¶

Admin → Staff → Employee → Rights → "Lager" section

Right	Allows
Manage inventory completely	everything (equivalent to the POS right "Lagerverwaltung")
View stock	stock, journal, reports
Bookings	goods receipt, transfer, loss, requests
Stocktaking	stocktakes and corrections
Orders	supplier orders
Stock locations & suppliers	master data maintenance

Administrators and managers automatically have all inventory rights. Higher-level rights include "View stock."