This article assumes you already have an understanding of Items. If not please read the related guide first.Stock management allows us to track the inventory we purchase from our suppliers. Monitoring stock is a great way to monitor and improve margins within your business. Using our stock management tools you can easily manage your inventory, no matter how complicated your setup might be.This article gives a conceptual overview of how the stock management system is structured.
Stock Management Structure
We have already covered Items and Options in an earlier guide. It's important to remember each sale line that you sell relates to an Item Option. There are an additional two inventory layers to introduce:
These additional layers allow us to create our stock system and link everything together. The new components are:
- Components - These are the raw goods that you physically stock. For example, in a restaurant, this could be a Can of Coke. In a retail environment, this could be a Medium T-Shirt etc.
- Component Packs - If you purchase your goods in multiples which you then split down this is how you represent the multipack. For example, it may represent 50x medium t-shirts or a case of 24x Cans of Coke.
As shown in the diagram we have what we call multiplier between the different layers. We use these to tell the system the relation between each level.
Creating our Components (conceptually)
As an example we are going to go through the steps of creating the stock for our fictitious bar. The same principles follow whether you are creating a drink, food or retail stock system.We are going to create the stock system for a "Gin & Tonic". Key points:
- Each drink contains 50ml Gin
- Each drink contains 1x bottle of 125ml tonic
- The Gin comes in 1L bottles and is only available in cases of 6
- The tonics come in 125ml bottles and are only available in cases of 24
Now we have a knowledge of our product we can define the structure:
- Our Item and Item Options are already configured.
- We create a Component called "1L Bob's Gin". This represents a single bottle of gin and is what we will count our stock in.
- We create a Component Pack called "1L Bob's Gin (6 Case)". This represents a case of gin.
- We set the multiplier between the Component Product and the Component to 0.050. The system treats this as: every time we sell 1x Gin & Tonic (Single) deduct 0.050 of stock from 1L Bob's Gin.
- We set the multiplier between the Component and the Component Pack to 6.000. The system treats this as: every time we receive 1x 1L Bob's Gin (6 Case) increase 6.000 of stock of 1L Bob's Gin.
- Repeat steps 3 to 6 for the tonic as shown in the diagram.
We have now successfully defined our structure.
Top Tip: When performing a stock count it is always done at the Component level. So you should always think of your Component's as the items on the shelf that you can physically count.
Once configured, the system will automatically deduct your stock every time you sell that particular item. If we were to sell a "Gin & Tonic (Single)" from the example above, the system would deduct the following from our stock:
- 1x 125ml Tonic Bottle
- 0.050x 1L Bob's Gin
- Each stock component must be linked to a Supplier. Learn more in our Suppliers guide.
- Read our guide on setting up stock components.
- If you sell items which are made up of several components read our guide on setting up recipe components.
- Once you've completed your configuration, learn how Orders work.
- Finally, use our Stock Count screens to keep on top of your stock.