Stock card

Stock card is a single ingredient or item in your stock (e.g. Egg, Coca‑Cola can, Flour 1 kg). For each card you track the current quantity, unit of measure (pcs, kg, l), VAT rate, purchase price and any variants or aliases.

Once linked with a product via a recipe, the quantity is automatically deducted from stock with every sale and the system calculates the product margin.

English subtitles are available in the video.

Creating a new stock card

In the administration, go to Stocks → Stock cards, select the stock at the top and click + New stock card. A form will open where you can enter the details of the new card.

Required fields:

• Stock card name – must be unique.
• VAT rate – (purchase) according to the type of ingredient/item.
• Unit of measure – e.g. pcs, kg, l; once saved it cannot be changed.

Optional fields (recommended): barcode (EAN) for stocking in with a scanner, stock card category for better overview, price with or without VAT (you only need to enter one; the other is calculated automatically). 

Finally, select the stock in which the card should be created and save the card.

Advanced stock card settings

Unit conversion

Use conversion when you buy in a different unit than you sell in.

Typically, you buy wine bottles in pieces, but in recipes you use litres. 

• On the wine bottle stock card, keep the unit as pcs and in the conversion set that 1 pc = 0.75 l. 
• In the recipe for a glass of wine, you then enter for example 0.2 l. When selling a glass, the system deducts the corresponding part of the bottle in litres from the stock card, even though you originally stocked it in pieces. 
• During stocktake you can then switch the view between these units (pcs / l), depending on which unit is more convenient for checking stock levels.

Linking with a menu item

If you do not yet have a product created in the menu, you can tick Link with menu item when creating a stock card. The system will create a product in the menu and automatically link it to the stock card via a recipe. 

You will mainly use this for products that you buy and sell in the same form – for example a Coca‑Cola can, which you stock in and sell as 1 pc. 

Stock card variants

Variants allow you to keep different packages or names under one stock card. Each variant has its own name, optionally an EAN, and a conversion to the base unit of the main card. 

When stocking in, you choose a specific variant and the system correctly records the package and at the same time converts the quantity into the base unit on the main card, so you always see total stock on a single stock card – regardless of which package you bought the goods in.

You will mainly use them when you do not need to track stocktake or costs separately for each sub-type of ingredient, but one shared card is enough (e.g. different pepper colours, different egg package sizes or different bottle sizes of the same spirit).

Examples:

• Eggs – variants Eggs 10 pcs, Eggs tray 30 pcs
• Jameson – variants Jameson 1 l, Jameson 0.75 l
• Pepper – variants Red pepper, Green pepper, Yellow pepper (all under a single card Pepper)

Optimal and critical quantity

For each card you can set:

• Optimal quantity – ideal stock level (e.g. 20 pcs),
• Critical quantity – minimum quantity at which the card is highlighted in red, clearly indicating that the current stock level is below the set critical quantity.

In the stock card list you can filter items by critical quantity, which lets you quickly create a “shopping list”. This helps you plan purchases so that ingredients do not run out during a shift.

Editing an existing stock card

In the administration, open Stocks → Stock cards, select the relevant stock, search for the card by name and click the pencil icon. In the form you can adjust, for example, the name, category, price, optimal and critical quantity, aliases or variants. Save your changes.

Archiving a stock card

If you no longer want to use a card (discontinued product or incorrectly created card):

1. At the top of the administration, select the stock where the stock card is located.
2. In the left menu, click Stocks → Stock cards.
3. Find the stock card by name (use filters/category if needed).
4. Check that the card has no remaining quantity.
   • If there is still quantity left, reset it to 0 using an inventory.
5. Check that the card is not used in active recipes – if it is, remove it from those recipes or replace it with another card.
6. In the stock card list, click the box icon next to the card.
7. This does not delete the card, but moves it to the central stock among inactive (archived) stock cards, so that the history for documents, reports and audits is preserved.

If you need to replace a card (e.g. incorrect unit or VAT), after resetting stock to zero and removing it from recipes, archive the original card, create a new one with the correct details and update the links in recipes. This way, the history remains accurate going forward.