Stock Guide

Stock Control The Stock Control module allows back-office user to configure Stock Items. Opening Stock figures can be entered, Purchase Orders generated, Deliveries accepted, Wastage, Transfers In/Out recorded, sales from the point-of-sale updated and a Closing Stock entered to track any variances. Stock items are linked to sales products to update sales and Recipes can be configured for products that contain multiple sales items.

Categories. Stock Categories group similar Stock Items for reporting and stock entering purposes. Stock categories can be product types E.g., Beers, Spirits, etc. or they can be groups of Stock items that are stored together e.g., Chilled, Frozen, Dry Goods etc.

Adding a New Category.

  1. From the Stock menu select Categories.

  2. Select the New Category button.

  3. The reference is automatically generated. Enter your own reference if required.

  4. Enter the category Description.

  5. When finished click the Save button.

Suppliers

Suppliers are the companies that Stock items are ordered from, an email can be sent to the supplier when generating a purchase order. Stock Items can have multiple Suppliers assigned with one main or preferred Supplier assigned.

Adding a New Supplier

  1. From the Stock menu, select Suppliers.

  2. Select the New Supplier button.

  3. The reference number is automatically generated. Enter your own reference if required.

  4. Enter the name of the Supplier

  1. Select Next

  2. On the Supplier form add any relevant information for the supplier including Contact Details and Address

  3. Enter the Account code for this Supplier, this code will print and display on any purchase orders sent to the supplier

  4. Add the main Email address that purchase orders are sent to

    📎Additional CC Email Recipients can be copied into any email orders sent by entering the email addresses and selecting the Add Recipient

  5. When you have completed the form select Save, to Finish.

    📎 The only required field is the Country.

Setting up a New Item

  1. From the Stock menu select Items

  2. Select the New Item button

  3. By default, the reference is populated with the next available in sequence, to overwrite this, type the reference required into the Reference input box.

  4. Enter the description of the Stock Item. 📎 Please note, this is the text that shows on the supplier orders and stock takes.

  5. Choose the stock Category from the drop-down list that this Stock Item is linked to.

  6. Select the Stock Unit Family, this is the base unit that this stock item is counted in. Select either Units, Mass or Volume.

🎓 Example – Units- sold and stock counted in single items e.g., Bottle Beer, Mass- sold and stock counted by weight e.g., Flour, Volume- sold by and stock counted by liquid volume e.g., Bottle Vodka

  1. Select Next

  2. All Stock Items should have at least one supplier attached. Select the Add Supplier button and the supplier details form is displayed

  3. From the drop-down menu select the Supplier.

  4. Enter the Code of the stock item from the supplier catalog. 📎 This code prints / displays on any purchase orders generated for this supplier

  5. If there are multiple Suppliers for this Stock Item select Preferred if this is the main supplier

  6. Enter the Case Qty, the number of units that are delivered in a Case from this supplier

  7. Select the Case description from the drop-down menu that this Stock Item is delivered in from this supplier.

🎓 Example – Bottle Beer =24 Case, Flour= 25 Kg, Bottle Vodka= 1.5L

  1. Enter the Cost of a case from this Supplier

  2. From the drop-down select the VAT Rate that applies to the Stock Item purchases.

  3. Enter the Stock QTY and select the Stock description from the drop-down menu, this is the units that are used for counting stock levels. 📎 Stock units are based on the stock family as configured from the main product, Units, Mass or Volume.

🎓 Example – Bottle Beer =1 Each, Flour= 1 Kg, Bottle Vodka= 35 ml

  1. If using the barcode scanner enter the Case Barcode and the Unit Barcode.

  2. When finished select Save

Linking a Stock Item to a Product

  1. From Products select the Product to link the Stock Item to.

  2. From the Stock tab, select Add Stock Item button.

  1. Select the Stock Item or Items that are linked to this product. Search by typing the Stock Item description. Click OK when finished.

  2. Enter the quantity and Stock unit of the Stock Item that is included in the sales product.

  3. The cost price is calculated as well as the Gross Profit and Gross Profit %

  4. Additional Recipes and Stock items can be added to the product. When finished save the product.

🎓 Stock Examples

🎓 Units e.g., Coca Cola bottles bought in Cases of 24 Bottles and sold as single items on the point-of-sale

Purchase - Case Qty =24 Description= Case Stock- Stock Qty =1 Description= Each POS- Bottle = 1 Each

🎓 Units e.g., Draught Beer bought in Kegs with 88 Pints and sold as individual items on the point-of-sale

Purchase - Case Qty =88 Description= Keg Stock- Stock Qty =1 Description= Each POS- Pint = 1 Each Sales Unit- Half = 1 Each / 0.5

🎓 Volume e.g., Draught Beer bought in 50 Litre Kegs and sold as 568 ml Pints on the point-of-sale

Purchase - Case Qty =50 Description= Ltr Stock- Stock Qty =1 Description= Pint POS- Pint = 1 Pint Sales Unit- Half = Pint x 0.5

🎓 Volume e.g., Spirits bought in Litre bottles and sold as 35 ml measures on the point-of-sale

Purchase - Case Qty =6 Description=Box/ Case Stock- Stock Qty = 1 Description= litre POS- Shot = 35 ml Sales Unit- Double = Shot x 2

🎓 Units e.g., Wine bought in Cases of 6 and sold as Bottles on the point-of-sale

Purchase - Case Qty =6 Description= Case Stock- Stock Qty =1 Description= Each POS- Bottle Wine = 1 Each

🎓 Volume e.g., Wine bought in a Box of 6 and sold as Bottles and 150ml glasses on the point-of-sale

Purchase - Case Qty = 6 Description= Case Stock- Stock Qty =750 Description= Ml POS- Bottle = 750 Ml Sales Unit- 150ml Glass = Bottle X 0.2 Sales Unit- 250ml Glass = Bottle X 0.333

Recipes

A recipe is made up of a number of stock items. These are attached to products so when sold on the point-of-sale the stock levels of the stock items/ingredients will be updated.

**Setting up a new Recipe. **

  1. Click the New Recipe button.

  2. By default, the reference is populated with the next available in sequence, to overwrite this, type the reference required into the Reference input box.

  3. Enter the description of the Recipe.

  4. Select Next

  1. Enter the Yield of the Recipe. This refers to how much you will have of a finished or processed product. 📎This field is required

  2. Enter quantity and the mass or volume of the recipe. 📎Future development for nutrition calculation

  3. If required add the additional information. 🎓 E.g., How to make the recipe or any additional notes.

  4. From the drop-down menu select the Stock Items that go into this recipe. Select all the items from the Category view tree and select Add to Recipe button.

  5. Once you have added the items enter the Stock Quantity and Stock Unit for each Stock item.

  6. A Target margin can be added to a recipe and as Stock Items are added and quantities changed the Cost & Suggested Retail price update

  7. Select Save to Finish

🎓 Examples of Recipes

🎓 Peanut Sauce

🎓 Long Island Ice Tea

Linking a Recipe to a Product

  1. From Products select the Product to link the recipe to.

  2. From the Stock tab, select Add Stock Recipe button.

  3. Select the stock Recipe or Recipes you want to add. Click OK when finished.

  4. Enter the quantity of the recipe that is included in the sales product. Note: Quantity is divided by the recipe yield.

  5. The cost price is calculated as well as the Gross Profit and Gross Profit %

  6. Additional Recipes and Stock items can be added to the product. When finished save the product.

Stock Procedures Orders In this module of stock, you can place orders with suppliers by filling out order forms and sending them to the supplier using the email addresses attached to the supplier. You can also keep a track of all orders placed and using the delivery module you can keep up to date with your deliveries.

Adding a New Order

  1. From the Stock menu select Orders.

  2. The reference number is automatically generated. Enter your own reference if required.

  3. From the drop-down menu select the Supplier.

  4. Add relevant comments in the text box.

  1. Next chose the order date and the time of the order. 📎Please ensure this is accurate.

  1. Select next when finished.

  2. On the order form add the items from the drop-down menu.

  3. Select Add to Order. Once the items have been added to the order. Enter the number of cases and units being ordered.

  4. Once you have finished, at the top of the day select finalise. If you need to you can save the draft and return to the order.

  5. A Confirm pop-up will appear, if the order is correct press finalise. 📎Please note, this action cannot be undone.

  1. Once the order has been finalised you can then email the order to the supplier. Press the email button at the top of the screen.

  2. You can also print a copy of your order if required. Press the print button.

  3. From the order screen you can go to the deliveries module of Stock by pressing the Go to Delivery.

Deliveries In this module of Stock is where you can manage the deliveries of your items. You can edit and delete orders that have been made and may have been canceled. This will be used as a tracker to keep track of all the deliveries that are made to your business to help to manage your stock.

Finalising a Delivery

  1. From the Stock menu select Deliveries.

  2. Orders with the status open have not yet be delivered and need to be finalised.

  3. To log a delivery, press the edit button on the correct order

  1. On the delivery form enter the number of cases delivered and the number of units delivered. Shown on the form is the expected number of cases and the expected units.

  2. Enter the cost. 📎This is only required if the cost has changed.

  3. On the Action field you can edit the items in the form, you can change the amount in the case and the units.

  4. To Finish select the date the delivery happened and the time. This will be used when you do a stock take.

  5. Select Finalise. A report will show, this shows the old qty, the qty change and the new qty. With the new values of each. This also shows the value difference.

  6. When you have finished select the back button.

Returns

Returns are used when sending items back to the supplier. This report will help you to manage all returns made to the supplier.

Making a Return to the Supplier.

  1. From the Stock menu select Returns.

  2. Select +New Return.

  3. The reference number is automatically generated.

  1. Choose the supplier from the drop-down menu. Enter comments if required.

  2. Choose the date and time the return is being made, and select Next. 📎Please note this will affect your stock take, be as accurate as possible.

  1. From the drop-down menu select the item(s).

  2. Select add to return. In the cases or units enter the amount of the item you are returning.

  3. When finished, press finalise.

  4. A confirm finalise pop-up will appear, if correct press Finalise.

  5. A report showing the changes to your stock will appear.

  6. When you have finished press the back button to return to the returns page.

📎When you finalise a return you cannot undo this, it will change your stock levels and affect your stock report

Waste

This this module of stock s where you log waste to stock items. Waste may include for example broken bottles or damaged items; it also may include out of date items.

Logging Waste

  1. From the Stock menu select Waste.

  2. Select +New Waste, the reference number is automatically generated. Enter your own reference if required.

  3. Enter the date and time the waste is being recorded for. 📎Please note this will affect your stock take, be as accurate as possible.

  4. In the selector drop-down menu select the waste item(s)

  5. Press Add to waste, Enter the amount of waste in Units and Cases.

  6. When you have finished, press finalise. 📎 When you finalise waste you cannot undo this, it will change your stock levels and affect your stock report.

Transfers

If you have more than one branch in your organisation and transfer stock between them, you can keep a log of this here in the transfers module of stock. This will help you to manage all stock across of all your organisations branches.

Logging a Transfer

  1. From the Stock menu select Transfer.

  2. Press the +New Transfer, the reference number is automatically generated.

  3. From the drop-down menu select the branch the items are getting transferred to.

  4. Add comments in the text box

  5. Choose the correct date and time of the transfer. 📎Please note this will affect your stock take, be as accurate as possible.

  6. Press Next

  1. In the selector drop-down menu select the item(s)

  2. Press Add to transfer. Enter the number of units and cases you are transferring.

  3. When you have finished, press finalise. 📎 When you finalise a transfer you cannot undo this, it will change your stock levels and affect your stock report.

Stock Take

A Stock take is a physical verification of the quantities of items your business currently has. You can compare a physical stock to the report and find any discrepancies. It will also help to track of the physical stock you have, what has been sold an what hasn’t, this will help when reordering items.

All stock Items must have an opening take, this will show how many items you currently have in store. When you first start to use stock, you must begin with an opening take, this take must be completed before you start to enter orders, deliveries, waste, transfers and returns. This Stock take will only show a count of everything you have in stock for all items to begin with.

If you have started to add orders etc., you can still do an opening take you simply must change the date and time of the stock take to reflect a time before your orders, deliveries, waste, transfer and returns.

Opening takes

  1. From the Stock menu select Take

  2. Press +New Take, the reference number is automatically generated.

  3. Enter comments in the text box.

  4. Choose the date and time of the take, if you have started to enter the orders, deliveries and etc. ensure the date and time are before they have been added. This will ensure it is the opening take.

  5. Press Next.

  1. In the Selector from the drop-down menu choose the items you would like to do an opening stock take for. Press Add to Count

  2. Enter the counted number of the items in the Cases and Units Columns. 📎This is the number of counted items instore.

  3. You can save a draft and return to finish the take at a later time, this will not affect the time you have selected for the take.

  4. You can press report and see a preview of the stock take report before you finalise it.

  5. When finished press Finalise. 📎When you finalise a take you cannot undo this, it will change your stock levels and affect your stock reports.

  6. A confirmation pop-up will appear, if this is correct press finalise, if not close.

  1. A Stock Take report will be generated. This shows the Opening Units, goods in, Goods Out, Waste, Sales, Theoretical Stock, Counted Stock, Closing Value, Discrepancy Stock and the Discrepancy Value.

  2. The Opening Units are generated from the counted Stock from the previous take. As this take is setting the Opening Unit, this column will be empty. Now when you complete more stock takes the opening has been set and the stock will be accurate.

🎓 Take 2 – Soft Drinks

This next take will show all of the Orders, Deliveries etc.

  1. On the Navigation Menu find stock and select Take.

  2. Press +New Take, the reference number is automatically generated.

  3. Enter comments in the text box.

  4. Choose the date and time of the take.

  5. Press Next.

  1. In the Selector from the drop-down menu choose the items for the stock take.

  2. Enter the counted number of the items in the Cases and Units Columns. 📎This is the number of each item you have counted in store.

  3. You can save a draft and return to finish the take at a later time 📎This will not affect the time you have selected for the take.

  4. You can press report and see a preview of the stock take report before you finalise it.

  5. When finished press Finalise. 📎 When you finalise a take you cannot undo this, it will change your stock levels and affect your stock reports.

  6. A confirmation pop-up will appear, if this is correct press finalise, if not close

🎓 Below is an example of a full Stock Take

🎓 Below is an example of a stock take with + - discrepancies in the stock.

Countdown

You can put a countdown timer on Products. This can be used online or on the POS. Using the countdown will limit the number of the products chosen that can be sold. For example, if you have a limited amount of a product as a special you can add a countdown so they don’t oversell.

Setting up the Countdown.

  1. On the Navigation Menu, scroll until you find Stock and press +Add Countdown Products.

  2. From the Drop-Down Menu Select the Products.

  3. Press Add when finished.

  1. Under the Count column enter the number of products you currently have to sell.

  1. When finished, press Update tills and Send changes. The Point-of-Sale terminal must be updated.
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