Tracking Inventory Levels

This is a quick guide to using the inventory system at NoshPos. Lets say we want to keep an eye on our stock levels of coffee capsules.


1) Add Coffee Capsules as a Purchase Items

Coffee capsules are a purchase item (unless you produce them yourself). Add those in Admin > Purchase Items. You can already tick the "Stock" box .. this means the system will help you track stock levels of this item.



Create Recipes for all your Coffees

You now need to create recipes for all your products that are using coffee capsules. Search for the products that are using a coffee capsule, and click on "Recipe".  You can now add all the ingredients and packaging material to this recipe.



Here's your first recipe:



Automatic Inventory Count

Now that your recipes are set up, NoshPos keeps an automatic count of your current stock levels of coffee capsules. Everytime you sell an Americano, it will deplete one coffee capsule from your current stock levels. To view (and change) your stock levels, open the kitchen module and select the "Purchase Items" tab. The "Current" value shows the current stock levels of this specific item. To start with, our coffee capsules have 0 stock.



There are now 2 ways of adjusting the stock level of your coffee capsules to the actual stock level:


  1. Take the short-cut, and simply click on the number. This will open a box that allows you to edit the current stock level.  You should only use this in exceptions. The better way of doing this is..
  2. Take the first manual inventory count. Details for this follow below.


Manual Inventory Counting

Our built-in automatic inventory counting system is great to keep an overview of how much stock you have, but with theft and wrong data input the numbers can be wrong over time. A regular manual inventory count where you or your staff counts the actual stock level in your business can help to correct the numbers, and find our varience in your stock levels.


1) Set up a new inventory types

By default NoshPos comes with 3 inventory types. Daily, Weekly and Monthly.  You can create any other routine, and even give them more specific names. For example you could have a "Weekly Cheese Count" that you perform every Monday at 3pm, or a "Daily Bread Count" every morning at 9am.  Manage your inventory routines in Admin > Settings > Products > Inventory Types.

2) Add Items to this inventory type

Now that you have set up your inventory types, select which items you want to be counted. In our case, we want our staff to count coffee capsules every Monday morning at 9am. Pick the Inventory Type and select "Items" from the tabs on top. Now search for coffee capsules, select those, and click the "Save" button at the bottom.




 Now you are all set up to start taking inventory.

3) Take inventory.

On the day of your inventory takings (in our case Monday morning at 9am), open the kitchen module, click on the "Inventory" tab and select the inventory routine you'd like to use now. You'll see all your items in a list, with a number box next to it. Cart the number of your coffee capsules, enter the number in this field, and click "Save"



If you go back to the "Stock" page within the kitchen module and find the coffee capsules, you will see that the stock levels have automatically been updated to the value you entered just now.

4) Reading the results

To know if something is missing, you need at least 2 counts, so you can compare the values in between 2 dates. Once you've done the second count (in our case one week after the first count), go to Admin > Stock > Inventory Counts to see your results. The page will look like this:



You can see that over the course of one week, one capsule was missing. As you can see above, the system takes into consideration a lot more than just your counts, and your sales data. It also tracks Waste, Purchases and Transfers.


Last updated: 2019-05-28 12:08:15