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v26.3

Stock at the Register

For whom: counter and kitchen staff · Where: Register → tile Stock

Four steps are all the counter needs: check what is on hand — request replenishment — book breakage — confirm delivered goods.

The "Stock" tile is missing?

Then the logged-in employee has no stock permission. The boss assigns it under Admin → Staff → Permissions (Setting up stock, step 5).

At the top of the stock page it shows which stock you are currently working with: "Stock: Counter Bar". If it says "No stock is assigned to this workstation — the main stock is used.", this register books directly from the main stock.

Viewing stock levels

Stock → Stock levels

Shows the current level of your own stock. Use the search field to find an article; articles below the minimum quantity or in the negative are highlighted and carry the suffix "Min 6".

A red minus is not an error

Sales are never blocked, not even at a level of 0. A minus means: more was sold than was booked in. Report it to the office staff — it gets straightened out at the stocktake.

Requesting replenishment

Stock → Request

  1. The list is already pre-filled with all articles below the minimum level.
  2. Adjust quantities with + and −; add further articles via "Add article (name, number, barcode)…".
  3. "Send request".

Afterwards "Request sent — the main stock has been notified." appears.

Request automatically

If the switch Stock: auto requests is on, DiKAS creates a request by itself every five minutes as soon as a counter stock falls below the minimum level. All you then have to do is accept the goods.

If it says "Request not possible — this workstation already uses the main stock.", there is nothing to request: this register books directly from the main stock.

Booking breakage, expiry and own consumption

Stock → Breakage / Loss — three taps:

  1. Search for the article and tap it.
  2. Set the quantity.
  3. Tap the reason: Breakage, Best-before expired, Own consumption, Staff consumption or Other.
  4. Book.

The confirmation reads "Loss booked — the stock level was reduced."

Better to book than to leave it out

Every booked bottle appears in the stock report under its reason. Breakage that is not booked shows up there as unexplained shrinkage — and then it gets argued about.

Void and stock

If an already booked article is voided, the selected void reason decides what happens to the goods. Under Admin → Settings → Void reasons, each reason carries one of two settings in the Goods column:

Setting Effect
back to stock The goods are undamaged and sellable again (booking error)
Loss (shrinkage) The goods are gone (breakage, spoilage) — they are booked back and immediately written off with a reason

Net, the stock level does not change in the second case, but the loss appears in the report with its reason instead of silently disappearing.

Accepting delivered goods

Stock → Goods receipt

The open requests of this stock are listed here. As soon as the goods have actually arrived at the counter:

  1. Tap the request.
  2. "Goods received — book".

Only this tap transfers the stock from the main stock to your stock. The confirmation reads "Goods receipt booked — the stock level was updated."

Only book once the goods are there

Between "requested" and "booked" lies the trip from the cellar to the counter. If you book in advance, the stock shows at the counter, but the crates are still downstairs.

In the main stock: processing the requests

Admin → Stock → Requests tab — here the stock staff see all open requests:

Status Meaning Next step
Requested The counter has reported what it needs Click "Pick"
In delivery The goods are assembled and on their way The counter books them on arrival
Booked The stock level has been transferred done

"Reset" puts a request that was picked by mistake back to Requested. With "New request", the office can also create a request for a counter — choose the target stock; DiKAS proposes the items from the min/target rules.

Practical example: Friday evening at the bar

9:30 pm, the bar is running out of Aperol Spritz.

  1. Stock → Stock levels: Aperol is at 1 bottle, red with "Min 2".
  2. Stock → Request: The list already shows Aperol with the quantity up to target. Raise Prosecco to 12, Send request.
  3. The colleague in the cellar sees the request, clicks Pick and brings the crate.
  4. Stock → Goods receipt: tap the request, Goods received — book. The stock level is correct.
  5. A bottle falls over while being stocked: Stock → Breakage / Loss → Aperol → 1 → Breakage → Book.

Total time: under a minute — and the monthly report knows in the end where the bottle went.

When something does not work

Message What to do
"No permission for the stock functions. Please request the stock permission from the administrator." The boss assigns the permission under Admin → Staff → Permissions.
"No stock is assigned to this workstation — the main stock is used." Just a note. If the counter should have a stock of its own, it is assigned under Settings → Workstations.
"Request not possible — this workstation already uses the main stock." This register books directly from the main stock; it does not need to request anything.
"No items — all levels are above the minimum. Add articles via search." Nothing is below the minimum. Add whatever you need anyway via search.
"No open requests for this stock." Nothing is on its way.
"Loss could not be booked" Connection problem. Wait briefly and book again — do not book twice without checking the stock level.
Stock and Sold out indicators are missing on the article tiles The logged-in employee lacks the View stock levels permission.

Next steps