Overview
Track all your stock - from restaurant ingredients to minibar items, housekeeping supplies to retail products. Know what you have, get alerts when running low, and manage purchases efficiently.
Inventory Categories
Organize your inventory into categories for easier management:
- F&B Ingredients - Kitchen raw materials and supplies
- Beverages - Drinks, alcohol, coffee, etc.
- Minibar - Items stocked in guest rooms
- Housekeeping - Cleaning supplies, linens, amenities
- Retail - Items for sale (souvenirs, sunscreen, etc.)
- Maintenance - Tools, spare parts, equipment
Adding Inventory Items
1. Create New Item
Go to Inventory > Items and click "Add Item".
2. Enter Item Details
- Name - Clear, descriptive name
- Category - Select from your categories
- Unit - How it's measured (pcs, kg, liters, packs)
- Current Stock - Starting quantity
- Reorder Level - Alert when stock falls below this
- Cost Price - Your purchase cost per unit
- Selling Price - If sold via POS
3. Set Tracking Options
- Enable "Track Stock" to monitor quantities
- Enable "Auto-deduct" if sold via POS
- Set "Expiry Tracking" for perishables
Stock Levels
| Status | Meaning |
|---|---|
| In Stock | Quantity above reorder level |
| Low Stock | At or below reorder level - time to order |
| Out of Stock | Zero quantity - item unavailable |
| Overstocked | Above maximum level (if set) |
Low Stock Alerts
Get notified when items need reordering:
- Dashboard shows count of low stock items
- Daily email digest (configurable)
- Quick view from Inventory > Low Stock
Set reorder levels based on your supplier lead time. If it takes 3 days to get rice delivered, set reorder level to cover 4-5 days of usage.
Recording Purchases
1. Create Purchase Order
Go to Inventory > Purchases and click "New Purchase".
2. Add Items
- Search and select items to purchase
- Enter quantity and unit cost
- Add multiple items to same order
3. Enter Supplier Details
- Select or create supplier
- Add invoice/receipt number
- Set purchase date
4. Receive Stock
Mark as "Received" to add quantities to inventory. You can receive partial orders if some items arrive later.
Stock Adjustments
Sometimes stock needs manual adjustment:
Reasons for Adjustment
- Physical Count - After inventory audit
- Spoilage - Food went bad, items damaged
- Theft/Loss - Missing items
- Transfer - Moved to another location
- Staff Use - Employee meals, etc.
Making an Adjustment
- Find the item in Inventory
- Click "Adjust Stock"
- Enter new quantity or change (+/-)
- Select reason
- Add notes if needed
- Save
All stock adjustments are logged with user and timestamp. Review adjustment reports monthly to identify patterns of loss or waste.
Inventory Counts
Regular physical counts ensure accuracy:
Full Inventory Count
- Go to Inventory > Count
- Click "New Count" and select "Full Count"
- Print count sheets or use mobile
- Physically count all items
- Enter actual quantities
- Review variances
- Submit count to update stock levels
Partial Count
Count specific categories (e.g., weekly beverage count, daily cash drawer items).
Do partial counts weekly for high-value items (alcohol, expensive ingredients) and full counts monthly. This catches issues early without disrupting operations.
Supplier Management
Keep track of your suppliers:
- Contact information
- Delivery schedule
- Payment terms
- Items they supply
- Price history
Philippine-Specific Tips
- Track "suki" supplier discounts separately
- Note items with BIR-related tracking needs
- Consider wet/dry season variations for certain supplies
- Account for holiday supply shortages (Holy Week, Christmas)
- Track items bought from palengke vs. supermarket for cost comparison
Reports
Key inventory reports:
- Stock Value - Total value of current inventory
- Movement Report - What came in and went out
- Variance Report - Differences from counts
- Usage Report - Consumption over time
- Supplier Spending - How much spent with each supplier
- Waste Report - Spoilage and adjustments
Troubleshooting
| Issue | Solution |
|---|---|
| Stock not deducting from POS sales | Ensure "Auto-deduct" is enabled for the item and it's linked to the POS menu item. |
| Negative stock showing | This means more was sold than recorded. Do a physical count and adjust. |
| Duplicate items | Merge items in Inventory > Items. Select items and click "Merge". |
| Can't delete item | Items with transaction history can't be deleted. Mark as inactive instead. |