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What do the stocks in the administration look like?

What is stock management used for?

Stock management is a system for inventory control in your business that helps you stay on top of and efficiently plan your stock. It ensures the tracking of goods movement from receipt to dispatch, preventing overstocking and shortages, and minimazing losses related to unused or lost goods.

Note: This feature is not part of the basic license and must be purchased separately.

How does the Stocks feature work?

The Stocks feature in the Storyous POS system connects the products you sell in your business (via the app on your device) with the items in stock (in the administration). Items will then be automatically deducted from your stocks. This gives you a full overview of your stock levels.

How do stocks appear in the administration?

Stock Selection

In the top left corner, you can choose the stock you want to work with. By clicking the "Stock List" button, you can create a new stock or delete an unused one. In the drop-down menu for stock selection, you can choose from the following: All Stocks, Central Stock, or a specific stock for your sales location.

Items

What will you find here?

All Stocks

This gives you an overview of all your stock cards.

Central Stock

Under each company ID, you have one central stock that serves as an archive for all stock cards. From here, you move supplies to specific stocks.

Specific Stocks

These are created for your individual sales locations. Example: Company XY owns a restaurant and a café. A stock will be created for the restaurant, and a separate one for the café.

Recommendation: Set up a separate stock for each sales location.
Example: Company XY owns a restaurant and a café. The restaurant is location A, and the café is location B. In the Storyous admin, you can easily manage multiple sales locations.

Stock Card Categories

To make it easier to navigate your stock, we recommend using stock card categories. They help organize and group items according to shared characteristics, simplifying stock management.

How to add stock card categories?

Click the “Stock Card Categories” button in the top right corner, enter the name of the category, and click "Add."

Note 1: Created stock card categories will be visible for all businesses.
Note 2: Creating stock card categories is optional, but keep in mind that if you do not categorize your stock cards, they will be placed in the "Uncategorized" category.

How to delete/edit stock card categories?

Click the “Stock Card Categories” button in the top right corner to expand the menu, as shown in the image below.

You can edit the category name by clicking the pencil icon. To delete a category, click the trash can icon.

Note: If you delete a category, all stock cards in it will be moved to the "Uncategorized" category.

Stock Cards

Stock cards represent the raw materials in your stock, capturing the current status of a specific item. Based on the connection between stock cards and products (via recipes), stock levels are deducted (the margin for products is also calculated through recipes).

How to create a stock card?

By clicking the + New Stock Card button, you create your stock cards. Once clicked, a window will appear where you can set up your stock card.

What must be filled out when creating a stock card?

  1. Name of the stock card – must be unique for each stock card; you cannot have two cards with the same name.
  2. Barcode (EAN) – optional – if you wish to restock stock cards using barcodes, it is necessary to fill this out.
  3. Stock card category – optional – if you don’t select a category for the stock card, it will appear in the "Uncategorized" category.
  4. VAT rate
  5. Unit of measure – once the stock card is saved, the selected unit cannot be changed.
  6. Price with VAT and without VAT – optional – you only need to enter one of them, and the other will be automatically calculated. Alternatively, you can enter the price during stock entry. The price for the stock card must be entered per unit. The price of the stock card changes according to the prices of stock entries – after each new restocking, the price is averaged.
  7. Stock – this determines which stock the card is being created for.
Note: Before using stock cards, ensure you have stocked the items and have quantities available for sale.

It is also important to link the stock card(s) with specific product(s) in the Storyous administration. Sold items at the register will only deduct from stock if you have created recipes, i.e., a connection between the stock card and the product.

Example of a recipe: A customer orders one Coca-Cola at the register. The can is linked to the Coca-Cola stock card, which has 50 cans in stock. When the product is sold, the recipe will automatically deduct one Coca-Cola can from the stock card, leaving 49 cans after the sale.

In addition to the above, you can set up several features for your stock card:

  • Allow recalculation: This is an optional feature that works with unit conversions. For example, it can be used if you buy bottles of wine but sell it by the glass.
  • Link to menu item (product): You can check this box if you don't have a product created for the stock card yet and would like to create the product along with the stock card. It will then be linked to the stock card using a recipe. This option can only be checked if the unit used is "pcs."
  • Alias list: This feature is used if you use automatic restocking. Stock cards can be linked with an alias. This is useful if, for example, you buy peppers but don't care about their color. You have one stock card for all types of peppers. Practical example: Stock card "Pepper" with aliases "red," "green," "yellow."
  • Optimal quantity: You can set an optimal quantity for any stock card, which can be useful when restocking. For example, you can set an optimal quantity of 20 pcs.
  • Critical quantity: You can set a critical quantity for any stock card, which can be useful when restocking. If the stock level drops to or below this quantity, an exclamation mark will appear on the stock card, and it will be highlighted in red.

How to edit/delete a stock card?

  1. Select the stock you want to work with.
  2. In the left menu, click on "Stock Cards."
  3. Find the stock card you want to edit/delete. Click the pencil icon to edit the stock card.
  4. Click the trash can icon to archive the stock card in the Central Stock under inactive stock cards.
  5. Before deleting, make sure there are no remaining quantities on the stock card and check any associated recipes, from which the stock card must be removed.
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