Skip to content
v26.3

Setting Up Stock

For whom: owner and installer · One-time work, after which stock runs on its own.

This page walks you once from top to bottom through the setup: switch on the module, create storage locations, define min/target stock levels, assign workstations and grant permissions. After that, the kitchen can maintain recipes and the counter can request its replenishment.

Prerequisite

Stock management is a paid add-on module. If it is not included in your licence, the badge "not licensed" appears in the module list and the switch cannot be flipped — in that case, sales will help.

1. Switch on the module

  1. Open Admin → Settings → Operations.
  2. In the Modules section, switch on "Stock management".
  3. Save. The item Stock appears in the sidebar.

Optionally switch on right away: "Stock: auto requests". With it, DiKAS automatically creates a request to the main stock as soon as the stock level of a counter stock falls below the minimum stock (checked every 5 minutes). If you prefer to trigger requests by hand, leave the switch off.

2. Create storage locations

Admin → Stock → Storage locations

A storage location is a place with its own stock. Create exactly the places where you actually want to count separately — usually one stock per counter and one for the kitchen.

  1. In the field "Name of the new storage location (e.g. Counter 1)", enter the name.
  2. Click "Create storage location". The storage location appears in the list immediately.
  3. The column "Used by workstations" stays empty at first — it fills in step 4.

The system stocks

DiKAS creates seven storage locations itself. They carry the badge System in the list and can be neither renamed nor deleted:

System stock Purpose
Main stock The central stock. Everything not assigned to a stock of its own books from here.
Goods receipt Origin of every delivery. A goods receipt books from here into your target stock.
Loss Target of every loss booking (breakage, best-before, own consumption, staff consumption).
Goods issue Counterpart for goods leaving the house.
Kitchen Pre-assigned stock for the kitchen.
Consumption Counter account for sales — whatever goes over the counter disappears here.
Returnable packaging Counts the deposit units from sales and returns.

Showing and hiding system stocks

In the Stock levels tab, the checkbox "Show system stocks" shows these stocks. In everyday use they are better left hidden — they are booked automatically and serve only for checking.

3. Define min/target stock levels per storage location

Min and target are the basis for replenishment and the order proposal: below min triggers a request, topped up to target.

  1. In the list, click the storage location — the detail view "Storage location: …" opens.
  2. In the section "Min/target stock levels", choose an article via the search field "Search and add article (arrow keys + Enter)".
  3. In the columns Min and Target, enter the quantities in stock units.
  4. Add further articles, then Save.

The minimum stock on the article only works in the main stock

A minimum and a maximum stock can also be defined on the article itself (Articles with stock tracking). These values apply exclusively in the main stock and even there only as long as no rule of its own is defined for the main stock. In every other stock, only the rule you enter here counts.

Saving transfers the name and the complete rule list — so a row you removed is really gone after saving.

4. Assign a workstation to a stock

So that each counter books off from its own refrigerator, each workstation gets its stock.

  1. Open Admin → Settings → Workstations.
  2. For the desired workstation, expand the field "Stock" and choose the storage location.
  3. Save.

"— No stock —" means main stock

If the field stays empty, this workstation books off from the main stock. For a business with only one register, that is exactly right.

5. Grant permissions

Admin → Staff → open employee → "Permissions" tab → Stock section

Permission Allows
Manage stock completely Full permission: includes all of the following permissions
View stock levels View stock levels and booking history without changing anything
Bookings/requests Book goods receipts, transfers and losses, create requests
Stocktake Create stocktakes, count stock levels, close a stocktake
Orders Create and send orders to suppliers and post goods receipt
Storage locations & suppliers Create, edit and delete storage locations and suppliers

Administrators and managers automatically have all stock permissions. Higher-level permissions include View stock levels.

Without the View stock levels permission, the stock and sold-out indicators are missing at the register

The register hides the remaining quantities and the "Sold out" marking on the article tiles if the logged-in employee lacks the read permission — without comment. If you wonder why a colleague does not see the indicators, check this permission first.

Stock permissions presuppose a register: in the register-less operating modes, they are not even available for selection in the permissions tab.

Practical example: restaurant with two counters

A ristorante with kitchen, bar area and terrace bar.

  1. Switch on the Stock management module, and auto requests as well.
  2. Create two storage locations: Counter Bar, Counter Terrace. The Main stock (cellar) and the Kitchen already exist.
  3. For Counter Terrace, define the ten summer articles with min/target: Aperol min 2 / target 6, Prosecco min 6 / target 24 …
  4. Workstation "Register Terrace" → stock Counter Terrace; workstation "Register Bar" → Counter Bar.
  5. Give the service staff the permissions View stock levels and Bookings/requests, and the office staff additionally Orders and Stocktake.

From the next evening on, the terrace reports by itself when the Aperol falls below two bottles.

When something does not work

Message / observation Cause and remedy
"No permission for stock management. Please request the stock permission from the administrator." The logged-in employee has no stock permission. Set the permission under Staff → Permissions.
"Name is required." No name was entered when creating a storage location.
"System stocks cannot be renamed or deleted." Expected behaviour — create a storage location of your own instead.
"No workstation uses this stock. Assignment under Settings → Workstations." A note, not an error. The stock has been created but not yet assigned to a register (step 4).
"Storage location could not be deleted." The stock still holds stock levels or bookings. Transfer the stock first.
The item Stock is missing in the sidebar Module not switched on (step 1) or not included in the licence.

Next steps