Summary
Before receiving stock, doing stock counts or calculating cost of goods, set up 4 foundations under Inventory setup: Warehouses (where stock is kept), Units, Suppliers and Ingredients. This article explains the order and how to create each one.
Where to find it
Admin dashboard → Inventory setup → Warehouses
Admin dashboard → Inventory setup → Units
Admin dashboard → Inventory setup → Suppliers
Admin dashboard → Stock → Ingredients
Admin dashboard → Inventory setup → SKUs (all SKU codes)
Recommended setup order
Warehouses
Units
Suppliers
Ingredients
Recipes for your items (see "Recipes (BOM) and production orders")
First goods receipt or opening stock count (see "Purchasing, stock counts, transfers and inventory reports")
1. Warehouses
A warehouse (location) is where stock is stored. Each shop comes with a Default Location (labelled Default). If a shop stores goods in several places (main store, cold storage, bar…), add more locations.
The list shows location, shop, address, products (items with stock), status and an edit button. Search by name and filter by shop.
Add a location
Click + Add location.
Choose the Shop (required).
Enter the Location name (required), e.g. "Main warehouse", "Cold storage".
Enter an address and hotline if needed.
Click Create.
2. Units
Units are used for ingredients and products (gram, ml, bottle, case…). Standard units are built in (labelled Default: gram, kilogram, ml, litre, cup, pieces, teaspoon, tablespoon…). You can add your own (labelled Custom).
Used by: number of ingredients using this unit.
Items: number of products using this unit.
Default units can only be deleted, not edited. Custom units can be edited and deleted.
To add a unit: click + Add unit → enter the unit name (e.g. "Bottle", "Case") → Create.
3. Suppliers
Your supplier directory, used when creating purchase orders.
Click + Add supplier.
Enter the supplier name (required), phone number, email, address and description (optional).
Click Create.
4. Ingredients
Ingredients are what you buy to make your products (coffee, milk, sugar, cups…). Stock → Ingredients lets you add ingredients one by one, Import from Excel in bulk, or Export.
Add an ingredient
Click + Add ingredient.
Fill in the fields (see below).
Click Create.
Fields
Ingredient name (required).
SKU: your reference code. Leave blank to auto-generate.
Unit (required): the base unit for tracking stock – choose the smallest unit, e.g. gram, ml. If the unit you need doesn't exist, click New unit.
Min quantity: when stock falls below this, the ingredient is flagged "Needs restock" in inventory reports.
Max quantity: the maximum stock level, used to detect overstock and suggest order quantities.
Unit conversions: click + Add conversion to set the ratio between the base unit and purchase units. E.g. 1 case = 24 bottles, 1 kg = 1,000 g.
Cost tracking (COGS): turn on to calculate ingredient cost from purchase prices.
Batch tracking: turn on to track by batch number and expiry date (good for short shelf-life goods).
5. SKUs
Inventory setup → SKUs lists every product and ingredient SKU in your brand, including deleted ones. SKUs are never reused: when you delete a product or ingredient, its SKU stays reserved permanently.
Notes
Use the smallest base unit (g, ml, piece) for accurate recipes; set larger units (kg, case) as unit conversions.
The costing method (WAC or FIFO) is set in Inventory setup → Inventory settings.
Inventory features need an active F&B Inventory plan (see Settings → Subscription).
FAQ
Q: Do I need to create a warehouse for each shop?
A: No. Each shop already has a Default Location. Only add more if a shop stores goods in several places.
Q: I buy milk by the case but use it in ml – how do I set that up?
A: Choose ml as the base unit, then add a conversion: 1 case = (cartons × volume) ml.
Q: Why can't I reuse an old SKU?
A: SKUs are unique and reserved permanently, even after deletion, so inventory history stays accurate.
Q: Can I add many ingredients at once?
A: Yes – use Import on the Ingredients page.