Stock list

In the administration, go to the Stocks section. In the top left part of the screen you will find:

• Dropdown with the list of stocks – you choose which stock you are currently working with.
• List of stocks button – opens an overview of all stocks, where you create, edit and archive stocks.
  

In the stock dropdown you will most often see:

• All stocks – a summary overview of all stock cards in all stocks.
• Central stock – a special stock that serves as an archive of all stock cards.
• Specific stocks – e.g. Restaurant stock, Café stock; typically one stock per point of sale.
  

Creating new stocks

1. In the administration, open the Stocks section.
2. Click the List of stocks button.
3. In the list of stocks, choose the + New stock option.
4. Fill in the basic details:
   • Stock name – we recommend using clear, descriptive names (e.g. Kitchen stock, Bar stock), so that during daily work and stocktakes you always know exactly which stock you are working with.
   • Optionally, the location / business that the stock belongs to (if you have multiple locations in the system).
5. Save the changes. After saving, the new stock will appear in the stock dropdown and you can start working with it.
   

Editing existing stocks

• Changing the stock name: in the stock list, click the stock name and edit it directly (it is not possible to change the name of the central stock).
  

• Changing zones: in the zones column, tick or untick the checkbox for the stock that should be used for deducting sales.
  

• Restoring an archived stock: in the Inactive stocks section, click the restore icon next to the selected stock.
  

Zones and linking with stocks

If you use multiple zones in your POS (for example a separate bar, kitchen or terrace), in the List of stocks table you simply tick, for each stock, which zone should deduct from it – all sales from this zone will then automatically reduce the stock in the selected stock. 

Zones do not change the technical behaviour of stocks, but add operational context so that stock data is clearer and more useful for planning purchases and controlling inventory.

If you do not have zones set up or need to adjust them, our support team can set them up for you from our side. 

Function of the central stock

Central stock is a “stock of stocks” – it always contains all stock cards created across your stocks, including those that were later archived.

In practice, it serves mainly as:

• a place where you have a complete overview of stock cards,
• an archive of all stock cards,
• optionally also as a starting point for stocking in and transferring stock to specific stocks (e.g. from the central stock to Restaurant stock or Café stock).

Stocks per location

For each location we recommend having a dedicated stock that reflects the actual physical inventory.

Example setup:

• company XY owns a restaurant and a café,
• in the administration they have:
  • Restaurant stock – works with the restaurant’s inventory,
  • Café stock – works with the café’s inventory,
  • Central stock – a shared archive of stock cards and a place from which stock is transferred.

Main benefits of separate stocks:

• an accurate overview of how much stock each location consumes,
• simpler and faster stocktakes (no mixing of stock from multiple locations),
• clearer tracking of costs and margin per location.

Archiving and deactivating stocks

If you stop using a stock (e.g. a closed branch), the recommended procedure is:

1. Reset quantities to zero on the relevant stock cards – using an inventory (stocktake) or a transfer to another stock (typically to the central stock).
2. Check recipes and for stock cards that were previously deducted from this stock, set a new stock (e.g. central or another active stock), so that ingredients are deducted from the correct place when selling.
3. In the List of stocks section, click the archive icon.