Items, stock and inventory

Where to find what

• Everything is in /admin: choose the list on the left, then the right page in the "Products & stock" group. Day-to-day work also runs in the WebApp or app under "Settings" → "Admin area", group "Products & stock" (on the computer the "Admin area" menu item): price, name and "On sale" of items, "Stock & inventory" and "Shopping list".
• "Items": all items of the list with price, category and stock tracking. New items and all further details are managed here.
• "Stock & inventory": stock levels, deliveries, corrections, history and the inventory. "Storage locations": stock split by cold room, cellar or bar. "Storage locations" exist only in the Administration.
• "Shopping list" and "Suppliers & orders": what is missing, what is reordered and what was delivered. "Suppliers & orders" exists only in the Administration.
• An item's "Category" also controls printing: under "Operations" → "Receipt printers" and "Order displays" you choose with "Only these product groups (categories)" where order tickets go – food to the kitchen, drinks to the bar, for example. So spell a category the same way everywhere.

Create an item

1. Open "Products & stock" → "Items" and add a new item with the plus icon of the table. New items are created only in the Administration – unless the list has no items at all yet or you have no access to the Administration; then it also works in the admin area of the WebApp or app.
2. Enter "Name" and "Price" – both are required. Under "Category" type any name such as "Beer" or "Soft drinks"; items with the same category are shown together.
3. Optional: "Deposit", "Purchase price" (the table calculates the "Margin" from it), unit and size, VAT and under the kind Drink, Food or Other.
4. For youth protection set "Alcohol" and, if needed, a "Minimum age" (from 16 to 21 years). "Order" decides where the item appears.
5. Save. A deleted item disappears from booking; earlier bookings stay unchanged. In the Administration, "On sale" is a column in the items table.
6. Day to day you can also change price, name and "On sale" in the WebApp or app under "Settings" → "Admin area" → "Items". With "On sale" off the item counts as sold out: it no longer appears when booking or on the TV display. Switching it back on brings it back.

Item picture and icon

• Every item shows a picture when booking, at the kiosk, at the counter, on the QR order page and on the TV display. By default this is an icon matching the name or category – "Wheat beer" gets a wheat beer glass, "Currywurst" a sausage.
• Whether pictures appear at all is set per list by the owner: in /admin under "Products & stock" → "Items" with the tick "Show product pictures". When it is off, the app, WebApp, kiosk, bar, QR order page and TV display show no item pictures for this list; picture and icon stay in the item settings.
• Choose another icon or your own photo under "Picture & icon": in /admin via the picture symbol in the item's row, in the WebApp or app in the item form. On a phone, "Take or choose photo" opens the camera or gallery.
• Photos as JPG, PNG or WebP up to 5 MB. They are rotated, scaled down and stored compactly automatically. A photo takes precedence over the icon; "Remove photo" brings the icon back, "Automatic" the matching icon.
• When booking, switch between list and tile view with the two symbols next to the search; the device remembers your choice. Receipts and PDFs show no pictures.
• The club is responsible for photos, e.g. of branded products – only use pictures you are allowed to use.

Track stock

1. Open the item and tick "Track stock".
2. Under "Warning threshold" enter the quantity at which the item is running low.
3. Book the opening stock as a first delivery (see next section) or count it with an inventory.
4. From now on every member booking deducts from the stock. Stock is always the sum of all movements and cannot be overwritten directly.

Book deliveries and corrections

1. Open "Products & stock" → "Stock & inventory". The table shows "Stock", "Warning threshold", "Consumption 28 days" and "Lasts (days)" per item. You find the same page in the admin area of the WebApp or app.
2. New goods: click "Delivery" (plus) in the row, enter the delivered quantity, then "Book delivery".
3. In the same window the purchase price per unit is already filled in with the item's purchase price. If the delivery note says otherwise, enter its price: it is stored with this delivery and appears in the purchase book report and the cash book – even if the item's purchase price changes later.
4. Breakage, shrinkage or counting errors: click "Correction" (minus), enter the quantity with a sign (e.g. -2) and a reason – it does not work without one. Then "Book correction".
5. "History" shows every movement of the item with time, type (booking, delivery, correction, inventory, transfer) and who booked it.

Count an inventory

1. In "Stock & inventory" click "Start inventory". The list shows all items with stock tracking and the expected stock under "Expected".
2. Count the goods and enter the quantities under "Counted". With "Save draft" you can pause and continue later.
3. Click "Complete inventory". The prompt shows how many items were counted and how many have a difference.
4. On completion the differences are booked as inventory movements. Items you did not count stay unchanged.
5. "Cancel inventory" discards the count and the stock stays as it was. "Past inventories" lists all counts with "With difference", "± Quantity" and "± Value (cost)".

Warnings and settings

• The settings are on the "Stock & inventory" page under "Settings".
• "Block booking when empty": once the stock is used up, members can no longer book the item.
• "Low stock warning": when an item falls below its threshold you get a warning – optionally "Post warning to news" and "Warning email to" an address of your choice.
• Each item sends only one warning until it is back above the threshold – after a delivery, for example.

Shopping list and reordering

1. Open "Products & stock" → "Shopping list". "Suggestions from stock and consumption" lists items below the threshold or running out soon; the suggested quantity covers about four weeks of consumption. The shopping list is also available in the admin area of the WebApp or app.
2. Add single suggestions or all of them with "Add all suggestions". Add your own lines with an item or free text and "Add".
3. Tick off lines while shopping. If "Book as delivery into stock when ticking off" is set, the quantity goes straight into stock.
4. Order from suppliers: under "Suppliers & orders" add suppliers and set the "Default supplier" per item. "Order from shopping list" creates one order per supplier, which you send as a PDF or by email. Suppliers and orders are managed only in the Administration.
5. When the goods arrive, check the delivered quantities in the order and click "Book delivery". "Remove completed" tidies up the shopping list.

Storage locations (optional)

• Without storage locations stock is tracked as one total. That is enough for most clubs.
• Under "Products & stock" → "Storage locations" use "New location" to add, for example, cellar and bar. "Stock by location" shows what is where. This is only possible in the Administration.
• Bookings and deliveries without a location count towards the default location. Choose it with "Set as default".
• "Transfer" moves goods between two locations; the total stays the same. A location can only be deleted once no stock is left there.

Bottle deposit and empties

1. In /admin open "Products & stock" → "Bottle deposit" and create your types under "Deposit types" – for example returnable bottle 0.08 €, swing-top bottle 0.15 €, one-way bottle 0.25 €, crate 1.50 € or cup. The suggestions only pre-fill the form; nothing is created by itself.
2. Give every item its "Deposit type" under "Items". The amount comes from the type; change it on the type and it applies to all its items at once.
3. Under "Settings" switch on where deposit is charged: "Charge bottle deposit on guest sales" (cash sale, guest at the kiosk, QR order paid in cash) and "Charge bottle deposit on member accounts". Both are off at first; individual groups can set this differently under "Groups & charges".
4. The deposit is always a line of its own next to the item – with the item's VAT rate, shown separately on the receipt and the account statement. Price rules and quantity discounts never apply to the deposit.
5. "Empties" shows the stock per type: sales with deposit deduct, refunds at the bar and cash desk add. Record deliveries with "Receipt (delivery)", handing empties back to the supplier with "Return to supplier" and breakage with "Correction".
6. Count the empties together with the inventory: after "Start inventory" the "Empties" table appears below the items; completing the inventory books the differences.