How to work with inventory

How to work with inventory

You can add supplies, control stock, deductions from the storage, and make inventory check in Inventory section.

💡 Before adding a supply, add ingredients and products, that will be stored.

Add a supply

Once your first supply of ingredients and products is added, Poster will calculate food cost of dishes and drinks and you will control stock.

To add a supply:

  1. Go to Inventory → Supplies in the management console and click Add.

  2. Enter the date and time of the supply.

  3. Choose a supplier or add a new one if the needed is not on the list.

  4. Choose the storage, where these products will be stored.

  5. Choose the account to withdraw funds.

  6. Choose ingredients and products, enter the quantity, price for piece or total sum.

  7. Click Save.

💡 Use ordering units to make supplies in boxes or packages.

Add storage locations

There is one default storage in Poster to control stock. If you have several stations, for example Bar and Kitchen, add additional storages:

  1. Go to Inventory → Storages and click Add.

  2. Write the Name and Address of the storage.

  3. Select Locations to link the storage to one or several locations. Thus, ingredients and products will be written-off the storage automatically when sold on the register.

  4. Click Save.

💡 Set writing-off rules if there are the same ingredients in different storages of one location. For example, lemon can be used in the kitchen and in the bar as an ingredient for salads and cocktails. 

Make a transfer

You can transfer ingredients, products and manufactured dishes between several storages.

To make a transfer:

  1. Go to Inventory → Transfers and click Add.

  2. Choose the transfer date and time.

  3. Choose from which storage to which storage to make a transfer.

  4. Choose products and write quantity.

  5. Click Save.

Add a manual deduction

Products are deducted from the storage automatically when they are sold. If ingredients are expired or should be deductions for a different reason, you can add them to deductions manually.  

  1. Go to Inventory → Stock deductions and click Add.

  2. Choose the Deduction date and time.

  3. Choose storage and reason for your manual deduction of the product or add a new one if it’s not on the list.

  4. Add a comment to detail this reason for deductions from the storage. For example, your reason — create a new recipe, and the comment is a compilation of a summer menu.

  5. Choose the item, put the quantity, and more info.

  6. Click Save.

View inventory report on movement 

To control stock deduction, you can view ingredients movement for a selected period:

  1. Go to Inventory → Ingredients movements in the management console and set the reporting period in the calendar in the upper right corner.
    ☝️ Report is displayed for a calendar day, not for a cash shift.
  2. Choose a storage from the drop-down list to check movements within kitchen, bar or any other storages.

  3. Choose the type of products and a category. For example, the type is “Ingredients” and the category is “Seafood”.

  4. Click on next to the product unit in the Supplies column to view its supply amount, production and inventory checks.

  5. Click on in the Expense column to view sales, manual waste, production and inventory checks.

💡 Calculation of products and ingredients food cost is based on supplies and the weighted average cost method.

💡 Enable low stock alert and set up the limit for ingredients and products to make purchases on time.

Make an inventory check

An inventory check shows the expected inventory count of products in the storage for a selected period. Poster compares the book and actual balances in the storage to show the difference between the balances in quantity and money equivalent:

  1. Open the tab Inventory → Inventory check in the management console and click Open next to the current inventory.
    ☝️Make an inventory check in a single tab and make sure it’s not duplicated.

  2. Click the end date of the inventory period at the upper right corner and choose:
    — The current time of an inventory check, if you are counting the balances now;
    —  In hindsight and enter the date when you counted the actual balance.

  3. Click Apply.

  4. Fill in the Actual Balance column. Enter the amount of products and ingredients in the storage, so that Poster could automatically calculate the difference in quantity and money equivalent.  

  5. Click Make an inventory check.

After this, Poster will automatically start a new inventory period for this storage. Products and ingredients balances will be changed to the actual ones that you have entered.

💪🏻 If you have any questions, message us, and our support team will help you.  

Read more:

Meet Poster

— 🎬 Video tutorials

— How to add a supplier

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