Skip to content
v26.3

Articles with Stock Tracking

For whom: owner and office staff · Where: Admin → Articles → open article → Stock tab

An article is only managed in stock once you switch it on for that article. This page shows which fields are required for that, how supplier and pack size are tied to it, and what the stock level looks like afterwards in the Stock levels tab.

Prerequisite

The Stock management module is switched on and at least one storage location has been created — see Setting up stock.

1. Switch on stock tracking

  1. Open Admin → Articles and click the article.
  2. Switch to the Stock tab.
  3. In the Stock management section, switch on "Track stock".
  4. Save.

From now on, every sale of this article is booked off the stock of the workstation — and every void books it back.

2. Minimum and maximum stock

Directly below are two fields:

Field Meaning
Minimum stock If the stock level falls below this value, the article appears in the order proposal.
Maximum stock The order proposal tops up to this level.

These two values apply only in the main stock

They feed into the order proposal exclusively for the main stock — and even there only as long as no min/target rule of its own is defined for the main stock. For every counter and every other stock, only the rule from Admin → Stock → Storage locations counts (see Setting up stock, step 3).

3. Unit and content per unit

Stock is counted in stock units — in what you pick up: a bottle, a piece, a kilo. The unit is in the General tab of the article.

For recipes, DiKAS additionally needs to know how much is in one stock unit:

Field Example Purpose
Content per unit 0,7 A bottle of rum contains 0.7 litres
Content unit l The unit of this content

This allows a recipe to say "4 cl rum", and DiKAS books off 0.057 bottles.

The content unit must match the unit in the recipe exactly

If the article says l and the recipe says cl, DiKAS does not convert — it compares the character string. Decide on one spelling per article and stick with it.

Without recipes you do not need these two fields.

4. Suppliers and pack sizes on the article

At the very bottom of the Stock tab is the section "Suppliers & pack sizes". It is the basis for the order proposal and goods receipt.

  1. Click "Add supplier".
  2. Choose the supplier and fill in the row:
Column Example Meaning
Supplier item no. 12345 The article number at the supplier — appears like this on the order
Pack name Crate 20×0.5 How the supplier delivers
Pack factor 20 Stock units per pack
Cost per pack 12,00 Purchase price for a whole pack
Default ✓ The supplier the order proposal uses first

Below the row, DiKAS calculates immediately: "= €0.60 per bottle". This way you can see while typing whether the pack factor is right.

  1. Save.

Several suppliers per article

You may keep the same article with several suppliers — with different pack sizes and prices. For the order proposal, the entry marked as Default counts.

5. Stock levels at a glance

Admin → Stock → Stock levels tab

At the top you choose the stock; below it is the stock level per article:

Column Meaning
Stock Current quantity in stock units
Min/Target The rule of this stock
Avg. cost Moving average purchase price per stock unit, updated at goods receipt
Stock value Stock × avg. cost
Actions Book loss · Transfer · Correct

Below the list is the total stock value of the chosen stock.

Articles below the minimum stock or in the negative are marked red and carry the note "Stock below minimum or negative".

Negative stock levels are allowed

Sales are never blocked, not even at a level of 0. A red minus indicates that a delivery was not booked in or a quantity was counted wrongly — not a program error. It is straightened out via stocktake or with the row action Correct.

The three row actions

Action What it does
Book loss Quantity and reason (breakage, best-before expired, own consumption, staff consumption, other) — books to the system stock Loss
Transfer Quantity and target stock — the stock moves, the total quantity in the house stays the same
Correct Difference field with sign: 3 increases, -2 decreases. 0 is not permitted

Each of these actions is executed immediately and afterwards appears in the booking journal.

Practical example: a bottle of rum on the shelf

The rum comes in crates of twelve 0.7 l bottles, the cocktail uses 4 cl.

  1. Open the article "Rum 0.7 l", Stock tab.
  2. Switch on Track stock, unit Fl.
  3. Content per unit 0,7, Content unit l.
  4. Minimum stock 4, Maximum stock 12 (applies to the main stock).
  5. Supplier "Getränke Weber", pack Crate 12, factor 12, cost 84,00 → the row below shows = €7.00 per bottle.
  6. Save — the rum is now tracked in stock, orderable and costable.

When something does not work

Message / observation Cause and remedy
The article does not appear in the stock levels at all Track stock is off, or nothing has ever been booked in this stock. Create stock via a booking or the stocktake.
"No stock levels in this stock yet" Expected message for a freshly created storage location.
"Please enter a valid quantity" / "The quantity must be greater than 0" In loss or transfer, the quantity was missing or ≤ 0.
"The difference must not be 0" A correction without effect is not booked.
"Please choose a target stock" The target is missing when transferring.
"No supplier assigned yet." Note in the article — without supplier and pack size, the article appears in the order proposal only under "No supplier".
The stock level does not change on a sale The workstation points to a different stock than expected — see Setting up stock, step 4.

Next steps