Stocktake: What is it?

1. About Stocktake
2. Before you start
3. Step 1: Set up your Stock Items
4. Step 2: Create a Stocktake Sheet
5. Step 3: Do a stocktake
6. Reviewing and editing past stocktakes
7. Recording comps and wastage
8. Who can do what: user permissions
9. Troubleshooting & FAQs

About Stocktake

Stocktake is made up of four parts. Open Stocktake in the left-hand menu and you’ll find Stock Items, Stocktake Sheets and Comps & Wastage underneath it. Stocktake History is a tab on the Stocktake page.

How the pieces fit together

1. Your Product Hub groups the products you buy into items (for example, “Bacon” might include products from two suppliers).
2. You turn an item into a Stock Item by choosing the unit you count it in.
3. You add Stock Items to a Stocktake Sheet.
4. You start a stocktake on that sheet, enter your quantities, and complete it. The count is saved to Stocktake History.

Before you start

• Stocktake is available on the Premium plan.
• You’ll see Stocktake in the left-hand menu, with Stock Items, Stocktake Sheets and Comps & Wastage underneath, once it’s switched on for your account. If you can’t see it, contact our support team.
• Your account’s user role controls what you can do. Setting up Stock Items and creating sheets needs a manager-level role. If a button is greyed out or missing, ask your account owner to check your permissions.

Step 1: Set up your Stock Items

A Stock Item is an item from your Product Hub that you’ve chosen to count. You don’t create Stock Items from scratch: if an item isn’t in your Product Hub yet, add it there first.

See which items are ready

Open Stocktake → Stock Items. Each row shows the item’s category, how many products are mapped to it, the product currently in use, and how many sheets it’s on.

By default this tab lists items that are already Stock Items. Switch on Show all Product Hub Items to also list items that haven’t been set up yet. They’re flagged Item needs to be set up as a stock item, with a Set up Stock Item link.

You can also check from the Product Hub. The Stocktake Setup column shows each item’s status:

Set up an item for Stocktake

1. Go to Product Hub and select View next to the item. (You can also select Set up Stock Item from the Stock Items tab and skip to step 4.)
2. Scroll down to Stocktake Settings.
3. Select Set up Stock Item.
4. In the Stocktake Settings window, choose the unit you count this item by. The list starts with the default measurements (Units, g, kg, ml and so on). If yours isn’t there, select Add a new Custom Measurement at the bottom of the list.
5. Under Product UoM Conversion, tell us how each mapped product relates to your counting unit. For example, if you count basil in units and a bunch is one unit, enter 1. If a carton holds 12 units, enter 12.
6. Choose the product to count against by selecting Use this Product. The one marked Using this Product is the one shown on your stocktake sheet.
7. Select Save. The button stays grey until every required field is filled in.

Use last ordered product

At the bottom of the window is a Use last ordered product switch. When it’s on and an item has several products, Stocktake shows whichever one you ordered most recently, so your counts and costs follow what you actually buy.

Step 2: Create a Stocktake Sheet

A sheet is a list of everything you count in one place, so a count follows the way you walk around your venue.

Create a sheet

1. Go to Stocktake → Stocktake Sheets.
2. Select + New Stocktake Sheet.
3. Enter a Sheet Name (required), such as “Cool Room”. You can add an optional description of up to 500 characters.
4. Select Save Stocktake Sheet.

Add Stock Items to a sheet

1. Open the sheet by selecting its card.
2. Select + Add a Stock Item (or + Add another Stock Item under the list).
3. Choose an item from the dropdown, or type to search. Items that still need a quantity are flagged in red and need finishing in Step 1 first.

To remove an item from a sheet, select the bin icon at the end of its row. This only removes it from this sheet. The item stays in your Product Hub and on any other sheets.

Step 3: Do a stocktake

Before you start: items that aren’t ready

If any Stock Item on a sheet still needs setting up, the sheet shows an orange warning, Some stock items aren’t ready for a stocktake yet, and you can’t start a count. Select Review to see which items need attention and why:

Select Open settings beside an item to fix it, then start the stocktake.

Count

1. Open the sheet you want to count.
2. Select Start Stocktake. If a count is already in progress, you’ll see Resume Stocktake instead. The sheet card shows who started it and when it was last active, and inside the sheet a blue message reads You have a stocktake in progress. Your saved counts for this sheet are still here. Pick up where you left off.
3. For each Stock Item, type the quantity you can see into the Quantity box. The Unit shows what you’re counting in. The Cost per unit and Total Cost update as you type, and the Total Cost for the whole sheet is shown at the bottom right.
4. Use the search box or Sort by to find items quickly.
5. When you’re done, choose one of the buttons at the bottom of the screen (see below).

When a stocktake is completed, the sheet shows the Last Stocktake date, who performed it, and each item’s Last Count and Total Cost. Items you left blank show a dash (—).

Print a count sheet

If you’d rather count on paper first, open a sheet and select Download Stocktake Sheet. It opens a printable Stock Count Sheet (a PDF) listing every Stock Item and its mapped products, with the supplier, the sell unit, the unit you count in, and empty boxes to write your count. A star (★) marks the product currently in use. Enter your paper counts into the stocktake afterwards.

Counting by Stock or by Product

If an item has more than one product mapped to it, you can choose how to count it using the Count By switch:

• Stock counts the item as a whole, in your counting unit.
• Product lets you enter a separate quantity for each mapped product (for example, 5 kg bags and 1 kg bags of sugar). You’ll then be asked How do you want to calculate the total price of these items? Choose Add all prices together to value each product at its own price, or Use the average price to value the whole count at the average of their prices.

Reviewing and editing past stocktakes

Open Stocktake → Stocktake History to see every completed stocktake. For each one you’ll see the sheet, the date, who completed it, how many Stock Items were counted (for example, 9/58) and the total value of the count.

• Select View to open the full count, with every quantity, cost per unit and total.
• The record shows Date Completed, Completed by, Last Edited and Last Edited by.
• To see the history of one sheet only, select the Stocktake History link on its card, or the Stocktake History tab inside the sheet.
• Use Manage Columns to choose which columns to show, and the search box to find a stocktake by sheet name.

See what changed: View Edits

Select View Edits next to Last Edited to open a log of every change. Each entry shows who made the change and when, which Stock Item it was, and the Old and New quantity (for example, Old: not counted, New: 1 kg). The same View Edits link is also at the top of a sheet that has had its counts edited.

Correct a completed stocktake

1. Open the record from Stocktake History.
2. Select Edit at the bottom of the screen.
3. Change any quantity. Enter every figure in its Stock Item’s unit. Costs and totals update as you type.
4. Select Save Changes. Nothing is saved until you do. Select Cancel to leave without changing anything.

Recording comps and wastage

A stocktake tells you what’s on the shelf. Comps & Wastage is a simple log of what went missing in between. Record anything that was thrown out, dropped, spilled, expired, given away as a comp or eaten as a staff meal, along with its dollar cost.

Open Stocktake → Comps & Wastage. The Records list shows every entry, newest first.

Use the search box to find an item or dish, Manage Columns to choose which columns to show, and the arrows on a column heading to sort.

Record wastage

1. Select Add Record.
2. Choose the Item or Dish Name. Type to search. Stock Items and Dish recipes are listed in separate groups.
3. Enter the Quantity. The UoM (unit) fills in automatically and can’t be changed.
4. Choose a Reason for Wastage (see below).
5. Check the Date. It starts as today, so change it if this happened earlier.
6. Add a Note if you like (up to 500 characters). It appears under the person’s name in the list.
7. Select Record Wastage. You’ll see a confirmation message and the entry appears at the top of the list with its cost.

Reasons

Pick from the list, or type your own:

To use your own reason, type it in the reason box and select Use “your reason”. Reasons you’ve used before are offered again next time.

How the cost is worked out

The cost is the quantity multiplied by the item’s current unit price. For example, 10 cups from a carton of 1,000 priced at $32.25 is recorded as $0.32.

Delete a record

If you recorded something by mistake, select ··· on its row and choose Delete. You’ll be asked to confirm, and this can’t be undone. Records can’t be edited, so delete and re-enter it if a figure is wrong.

Who can do what: user permissions

What a person can do in Product Hub, Menu Costing and Stocktake depends on the roles on their user account. The account owner has every role. Everyone else has only the roles they’ve been given.

The roles at a glance

Manage roles include the “view” permissions they need, so you don’t have to give someone both View and Manage.

Product Hub

Menu Costing

Linking recipes to POS items is controlled by the Manage FBU Account role in Account Settings, not by the recipe roles.

Stocktake

When one change affects another area

Items in the Product Hub are shared. The same item can be an ingredient in Menu Costing and a Stock Item in Stocktake. So some Product Hub actions change those areas too, and you need permission for each area they touch:

If you don’t have a permission you need, the action is disabled and tells you why.

Seeing prices

Supplier prices shown in the Product Hub, Menu Costing and Stocktake depend on the separate view pricing on products permission, which comes with the ordering roles. Without it, supplier prices are hidden. Your own custom product prices, recipe costs and recorded stocktake values are always visible.

Troubleshooting & FAQs

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