In this article, we focus on two stock functions – stock-up and stock transfer in the Stocks section.
By stocking up and transferring stock correctly, you keep control of quantities in each stock, purchase prices, and the stock value, which is essential for accurate reports and realistic cost planning.
Stock-up
Stock-up is used to increase the quantity of selected stock items by the amount you specify. You create it separately for each stock directly in the back office.
English subtitles are available in the video.
In the Stock-up tab, you can find the history of all stock-ups. With filters, you can display stock-ups by date, supplier, document number, or stock.
Using the three-dot icon above the list, you can export the list of stock-ups to a .csv file and adjust which columns are shown in the stock-up list.
Detailed information about edits and limitations (e.g. editing a stock-up retrospectively) can be found in the separate Stock-up editing section further down in this article.
In the system, you can choose between two types of stock-up – manual and automatic. Both types are created in the same way. To create a new stock-up, go to the Stocks section in the left-hand menu, under Stock-up, and click the + New stock-up button.
Manual stock-up
The process for manual stock-up is simple. In the Stocks → Stock-up section, click + New stock-up and select the stocks you want to stock up.
Then fill in the stock-up date – it can be current or in the past (e.g. according to the delivery note date). The option to stock up retrospectively is a big advantage especially when you do not have time to sit at the computer during the physical goods receipt – you can add the stock-up at any time later (up to 45 days back) using the correct date from the invoice so that your stocks nicely matches your accounting documents.
Then enter the document number and supplier (this can also be an internal supplier, e.g. “Own production”), and, if needed, add a note with additional details – this is often used, for example, when recording returned kegs, special deliveries, or other situations you want to mark more clearly when stocking up.
In the row with the magnifying glass icon, start typing the item name to add an item to the stock-up – a stock card. For each item, enter the name of an existing stock card or create a new stock card directly in this window without leaving the stock-up page, fill in the quantity in the correct unit (e.g. pcs, kg, l) and, if needed, adjust the purchase price. Finally, save the stock-up by clicking Create.
| Note: If the item has previously been stocked up at a specific price and you now stock it up at a different price, the system automatically calculates the weighted average of the new price. |
Automatic stock-up
English subtitles are available in the video.
For these suppliers, the following formats are supported for uploading electronic delivery notes:
| Supplier | Format |
|---|---|
| Almeco s.r.o | .csv |
| Batlička | .xml |
| Benstar | .isdoc |
| Bidfood | .isdoc, .xml |
| Caspro | .xml |
| Elko, veľkoobchod nápojov s. r. o. | .csv |
| Euro Gasto | .xml |
| Fany | .csv |
| Food & Friends | .xml |
| Front Line s.r.o. | .isdoc |
| Gastrofresh | .xls |
| Hortim | .txt |
| Hossa Family | .csv |
| Illy | .isdoc, .xml |
| Jaso | .txt |
| JIP | .isdoc, .xml |
| Kbj | .xml |
| La Patio Group | .csv |
| Lunys | .csv |
| Makro | .csv |
| Orange spol s. r. o. | .csv |
| Pavel Provazník | .xml |
| Premier Wines & Spirits s.r.o. | .isdoc |
| Profi-Meat s.r.o. | .isdoc |
| Qanto | .csv |
| St. Nicolaus | .csv |
| Šandera | .csv |
| Tekoo | .xml |
| Vrtal | .txt |
| Wine Life | .isdoc |
| Zvoska | .xml |
| Tip: If you would like to use automatic stock-up in your business, contact your supplier before purchasing ingredients. Ask them to send you an electronic delivery note together with the standard paper version. |
Stock-up of variants
When stocking up, you can choose which variant you want to use – based on its name.
The system will then correctly record the selected variant and at the same time count the quantity into the stock card under which the variant is assigned.
Editing stock-up
- If you want to delete a specific stock-up, click the bin icon.
- If you want to edit a specific stock-up, click the pencil icon.
- A stock-up can be edited up to 45 days back.
Stock transfers
Stock transfer is used to move quantities of stock cards from one stocks to another (e.g. from the “Main stocks” to “Bar”).
English subtitles are available in the video.
Go to Stocks → Stock transfers and click + New stock transfer. Then select the stocks you are transferring from and the stocks you are transferring to.
A new window opens where you can define the stock transfer details, for example:
- Date of the stock transfer (current or in the past).
- Add a note.
- Select the stock cards you are transferring.
- Enter the quantity you are transferring from the stock card to the other stocks.
- To save the stock transfer, click the Create button.
The quantities of the selected stock cards will change in both stocks – the quantity will decrease in the stocks from which you are removing it and increase in the stocks to which you are transferring it.