H) Inventory

Learn how to use the products inventory function on the POS

What's in this article?

In this article, we'll learn how to use inventory to manage product stock. There are two types of inventory:

Product Inventory: Manages the stock of final products. Examples include; slices of pizza, croissants, limited entrees, etc. These are all products that a customer can order.

Ingredient Inventory: Manages the stock of individual ingredients. Examples include; pieces of bread, cheese, flour, etc. These aren't things customers can order, but as orders are placed, you can tie ingredient inventory to an item to accurately track.

First we'll cover Product Inventory:

There are 6 main topics we'll cover in this article:

1) Overview

2) Turning inventory on/off for products

3) Product view

4) Bulk edit

5) Expirations

6) Inventory log

1) Overview

To start, navigate to the Inventory page on the POS:

On the left, the page has a list of all products being tracked. Out of stock products will always filter to the top in their own section. In stock products will show up beneath on the list.

On the right, the home page has 3 buttons: Bulk Edit, View Log, and Pending Expirations. We'll learn about these later in this article. When you are viewing a product, this whole section will switch to the product view. We'll go over that as well soon!

On the top, there is a search bar to find products being tracked. Next to the search bar is a settings icon that allows you to enable/disable tracking for all of your products.

For items that you are tracking, they will automatically update across all ordering channels. If an item sells out, it'll immediately be listed as out of stock on your website and mobile app. On the POS, we'll allow you to sell it still but there will be a warning message asking you if you'd like to add it your cart even though it's out of stock. If a customer has an item in their cart, it'll prevent them from confirming their order if there is not enough stock left.

2) Turning inventory on/off for products

To select which products you'd like to track inventory for, tap the settings icon in the top right of the page:

Once you tap it, the following page will show:

In the settings page, you can use the toggles on the far right of each product to enable/disable inventory tracking. Once you've changed certain products, tap 'Save Changes' to confirm. You'll be taken back to the main inventory page and all the new products you've decided to track will now show up in the list. As a default, they will have 0 stock so it's important to add some quantity for new products if you'd like to sell them.

3) Product view

There a few ways to edit stock of products, but we'll first go over the product view. To access product view, tap a product inside of the list on the left:

Once you've selected a product, the product view will show up:

Scroll down to see more product specific settings!

There are 5 things you can do on the product page:

1) View log: this will show you a log of all changes that have happened to this product's stock, including sales! There is a larger inventory log for all products that you can access from the home page as well.

2) Current stock: here you can see the current stock of the product and make quick changes by either using the - + buttons or by tapping the box and typing in your own number. Make sure to hit 'Save Changes' when you're finished!

3) Fast add buttons: for items that get produced in regular batches, you can create fast add buttons for specific quantities. If you are producing croissants in batches of 12, you could add a button for that and simply tap it for each new batch that is ready.

4) Automatic rules: if you receive a regular occurring new stock of a certain product, you can create an automatic rule. These rules allow you to select any day(s) of the week, add a quantity, and choose if you'd like it to reset or add to the previous quantity. As an example, you could set a rule for Croissants that you receive 15 every Mon-Fri morning at 7am and 25 every Sat/Sun at 8am. The stock will update for you!

5) Expirations: we'll cover this in more detail later in the article, but if you have products that expire on a daily basis you can automatically track them.

Once you've done everything you want to on a product page, you can tap the 'Back' button on the top left to go back to the home screen of the inventory system.

4) Bulk edit

If you'd like to edit multiple product's stock all at once, you can use bulk edit! To access this, tap 'Bulk Edit' on the home screen of the inventory page:

Once you've selected that, you'll enter bulk edit mode:

Bulk edit mode will display all products you are currently tracking in the list view. You'll be able to see the last time it was updated, any inventory rules that are coming up, it's status, and current stock.

To edit the stock of a product, you can either use the - + buttons or tap the box in the middle to type in a new stock. This works the same way on the individual product view page. Once you've edited the products that you want, tap 'Save Changes' to confirm and you'll be taken back to the home screen of the inventory page.

5) Expirations

For products that only have a limited shelf life, like bakery, pizza slices, etc., we allow you to set a predefined expiration time in minutes. This setting can be found on the view product page and looks like this:

If enabled, it'll start a timer every time you add a new product to the stock. Once the time runs out, it'll become a pending expiration and ask you to confirm. To confirm an expiration, tap the 'Pending Expirations' on the home screen of the inventory page:

This will display a list of all the pending expirations. Tap 'Confirm' to approve the expiration. We'll mark the decrease as waste and allow you to generate reports on wasted products.

6) Inventory log

The inventory log tracks every single change to a product that has happened. You can see all bulk edits, inventory rules, expirations, sales, etc. There are two versions of the inventory log.

All products log: You can access this by tapping the 'View log' button on the home screen of inventory. It'll pull up a log that shows all changes to every product. You can filter the log down by Event Type to see certain information faster.

Single product log: If you'd like to see the log for just one product, you can access the individual log on the product's page. Simply click that product and hit 'view log'.

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