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Features & how they work › Add-on apps

Inventory

Receipts, issues and counts to monthly variance and valuation

Record stock in and out, enter counts, and the monthly report shows opening, receipts, issues, expected stock, counted stock, variance and closing value. Month-end counts email a report automatically.

Who uses it:ManagersStaff
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What it does

Items & categories

Bulk-load items with opening stock from CSV.

In & out

Unit cost on receipt; issues valued at average cost.

Counts & variance

Enter counts and variance is calculated.

Monthly report

Category totals and CSV for accounting.

How it flows

  1. 1Staff
    Record movements

    Date, type, item and quantity.

  2. 2Staff
    Count stock

    Use the month-end count at month end.

  3. 3Automatic
    Report sent

    A completion email goes to the listed recipients.

  4. 4Office
    Review the month

    Expected stock, variance and closing value.

See the screens

Admin (office)

Master: categories and items (SKU, standard price)

Register items and categories

  1. Under Admin → Apps → Inventory → Master, first create categories (liquor, food …), then register items. SKU is optional; the standard price is used when a stock-in has no price.
  2. With many items, use “Opening upload” to load them from a CSV at once (the opening stock is set at the same time).
  3. Mark unused items “Inactive” to hide them from entry screens (history is kept). Deleting an item deletes all its entries — be careful.
Entries: pick an item and record in or out

Enter stock in / out

  1. Under “Entries” enter the date, type (in / out), item and quantity. Filter items by category.
  2. For stock in you can enter a unit price; blank means the standard or the running average price. Stock out is valued at the average price.
  3. “Recent entries” below shows who entered what and when. To fix a mistake, delete the entry and re-enter it.
Stocktake: enter the counted quantity to see the difference

Stocktake

  1. Under “Stocktake → Bulk count” enter the counted quantity per item and save. Blank items are left alone; the difference is computed.
  2. At month end use “Month-end count”: pick the month and it is recorded on the last day; saving also emails the completion report to the recipients in Settings.
Monthly report: theoretical, counted, variance and ending value

Monthly report

  1. Under “Monthly report” choose the year and month. Per item you get opening, in, out, theoretical, counted, variance and ending value, plus totals by category.
  2. Opening is the month's opening upload if any, otherwise last month's ending. Theoretical = opening + in − out; variance = counted − theoretical.
  3. Ending value = average price × ending quantity (the count if there was one, else theoretical). Download as CSV for accounting.
Opening upload: preview the CSV, then import

Opening upload

  1. Use it when starting out, or to reset the opening stock in one go. Fill in the template CSV (sku, name, category, qty, std_price) and upload it.
  2. The preview shows how many items are new or existing before importing. An existing opening for the same item and month is replaced. The same file cannot be imported twice.
Inventory settings: report recipients and pausing emails

Settings

  1. Enter the recipients (comma-separated) for the month-end report. “Pause emails” stops the reports.
  2. The company-wide “Email recipients (safety switch)” (Settings → Email) also applies.
  3. Danger zone (owner only): deletes every item, category and entry. Type RESET to run.

Works well with

Daily sales reportsSales, budget, food and labor cost — by venue, every dayDetails ›
Invoices (approval & payment)Route incoming bills for approval and track them to paymentDetails ›

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