Stock & purchasing

Watch for stock running low, order from your supplier, receive the goods, then recount your stock. All from the Back Office in your browser.

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15 steps · ~12 minExample: a cafe orders 12 Susu Oat (oat milk) from PT Susu Nusantara
Part 1

Check stock & low-stock limits

  1. Open Stock & Inventory, then tap Stock.A red number marked OUT means the stock is zero or below.

    Back Office left menu, the Stock menu is highlighted

  2. Tap the number in the Threshold column to set when stock counts as low.Example: enter 5 and the item counts as low at 5 or fewer.

    Susu Oat row in the Stock table, the Threshold column is highlighted

  3. Tap the … below threshold button to see what needs ordering.The number is how many items are low. The button only shows when there are some.

    Stock page, the below threshold button is highlighted

Tip: Only items with Track stock switched on show here. Turn it on in the item's Info tab, see Add an item.

Part 2

Order from a supplier (PO)

  1. Open Purchasing › Purchase orders, then tap + Create PO.

    Purchase orders page, the + Create PO button is highlighted

  2. Pick the Outlet and the Supplier.Supplier not listed? Add it first under Purchasing › Suppliers › + New supplier.

    New PO form, the Supplier picker showing PT Susu Nusantara is highlighted

  3. Search for the goods, then fill in the Quantity and the unit Price.Need more goods? Search again and a new row is added.

    Susu Oat row, the Quantity field with 12 is highlighted

  4. Tap Save PO (draft).

    The Save PO (draft) button at the bottom of the form is highlighted

  5. Placed the order? Tap Mark as sent on that PO's row.This only changes the PO status. You still send the order yourself by WhatsApp or phone.

    PO row in the list, the Mark as sent button is highlighted
Part 3

Receive goods

  1. Goods arrived? Tap Receive Goods on the PO's row.

    Sent PO row, the Receive Goods button is highlighted

  2. Check Receive Qty against what arrived, then tap Receive Goods.Only part arrived? Enter what came. The rest can be received later.

    Receive goods from PO window, the Receive Qty field is highlighted

Tip: Bought without a PO? On the Stock page, tap + Receive stock and record the goods directly.

Part 4

Stock count (stock opname)

  1. Open Stock Opname, pick a category, then tap Start Count.One category at a time keeps the list short and quick to count.

    Stock Opname page, the Start Count button is highlighted

  2. Count the goods, then enter the real number in the Counted column.The Variance column shows the difference from the system stock right away.

    Count table, the Counted field filled in one below the system stock and highlighted

  3. Tap Finalize, then confirm.

    The Finalize button at the top right of the count is highlighted

Note: Finalizing cannot be undone. Differences are posted as stock corrections. Rows left empty are skipped.

Tip: More than one outlet? Move stock between outlets with Stock Transfer. On the cashier tablet, Manage Stock can also receive goods and count stock.

Part 5

Recipes: ingredients go down by themselves

  1. Open the item in Catalog, then tap the Recipe & COGS tab.

    Item panel for Cappuccino, the Recipe & COGS tab is highlighted

  2. Tap + Add component, pick the ingredient and unit, then enter the Quantity per serving.Tap + Add component to save. Every time the item sells, the ingredient stock goes down and COGS is worked out for you.

    Add recipe component window with Gelas Cup 12oz, the Quantity field is highlighted

Done.

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