Summary
This article covers 4 daily inventory tasks – Purchase orders (add stock from suppliers), Adjustments / stock counts (match system stock to reality), Transfers (move stock between locations or shops) and Activity (log of every stock movement) – and how to read the inventory reports.
Where to find it
Admin dashboard → Stock → Purchase orders
Admin dashboard → Stock → Adjustments
Admin dashboard → Stock → Transfers
Admin dashboard → Stock → Activity
Admin dashboard → Reports → Inventory
Requirement: warehouses, suppliers and ingredients are set up (see "Inventory setup").
1. Purchase orders
Use these when receiving goods from a supplier. A purchase order increases stock and updates costs. The page has 2 tabs: Purchase orders (list) and Templates (reusable orders for regular purchases).
Click + Create order.
Choose the Shop, Warehouse location and Supplier (required).
Enter any Landed cost (shipping, duties…) and choose Allocation: By value or By quantity. This cost is added into the unit cost on receipt.
Under Products/Ingredients, choose the items and enter quantities and unit prices.
Add notes if needed and click Create.
The list shows created date, order code, supplier, location, number of items, landed cost, value and status. Search by order code and filter by date range.
2. Adjustments and stock counts
Use these when counting stock, or for damaged, expired or lost goods. The page has 2 tabs: Adjustments and Count templates (item lists reused for each count).
Click + Create.
Enter a Name (e.g. "End of September count").
Choose the Shop and Warehouse location.
Choose the Adjustment type.
Choose the Adjustment products and enter the actual quantity counted.
Click Create.
Important: enter the actual counted quantity, NOT the amount to add or remove. The system calculates the difference against current stock.
Adjustment types:
Stock count: regular stock take.
Correction: fix data entry errors.
Damage: broken or spoiled goods.
Expiry: goods past their use-by date.
Theft / loss.
Internal use: staff use, tastings.
Found (surplus): actual stock higher than the system.
3. Transfers
Move ingredients/products from one location to another (e.g. from a central warehouse to a shop).
Click + Create.
Choose the From location and To location (required).
Choose the ingredients/products to transfer and the quantities (choose the From location first).
Add notes and click Create transfer.
The list shows code, from and to location, number of items, created date, status and creator.
4. Activity
A log of every stock movement over time: transaction type and date, reference (order/receipt code), ingredient/product, quantity, total value, status and who did it. Use it to trace stock discrepancies.
5. Inventory reports
Choose the location, search by name/SKU and filter by status. Key figures: total items, total inventory value, Need purchase (below minimum) and Overstock (above maximum). The table has Products and Ingredients tabs and an Export Excel button.
Report tabs:
Stock on hand: current stock, min/max limits, cost, total value.
Stock summary: opening stock, in, out, closing stock.
Valuation: stock value at cost.
Variance: difference between system stock and counts.
Reorder: suggested purchase quantities based on min/max levels.
Food cost: ingredient cost as a % of revenue.
Menu engineering: items analysed by sales volume and profit.
ATP: available-to-promise quantity you can still sell.
Receipt variance: price/quantity differences when receiving goods.
6. Check stock on the POS
Cashiers can check stock in the POS app: Menu (☰) → Stock management.
Choose a type on the left: Items or Ingredients. The green and red numbers next to each show how many items are in or low on stock.
The table shows name, SKU, unit, minimum quantity and quantity in stock; search by name or SKU.
This screen is view-only. Purchasing, counts and transfers are done in the Admin dashboard as described above.
Notes
Negative stock (e.g. -29) means more was sold than received. Create a purchase order or stock count to balance it.
Count stock regularly (weekly/monthly) for accurate figures.
The costing method (WAC/FIFO) is set in Inventory setup → Inventory settings.
FAQ
Q: I counted 50 but the system says 60 – what do I enter?
A: Enter 50 (the actual count). The system records a difference of -10.
Q: Where do I put shipping costs when receiving goods?
A: In Landed cost. It's allocated to item costs by value or by quantity.
Q: Why can't I choose items in a transfer?
A: Choose the From location first.
Q: Where can I see who changed stock?
A: Stock → Activity – check the user and reference columns.
Video guides (reference)
These videos were recorded on an earlier version of the interface (in Vietnamese) and may look slightly different today. Videos have no sound.
Video: Create ingredients and recipes
Video: Create a warehouse location
Video: Create a purchase order
Video: Create a supplier
Video: Create a unit
POS screenshot in Vietnamese.