Lesson 4: Manage Inventory in Backoffice

After inputting Library in your account according to Lesson 3: Input Library in Backoffice, this lesson will help manage Inventory in backoffice for your business. 

On the Inventory menu, you can manage, adjust, or check the amount and the status of your items or ingredients on each outlet. You can also transfer stock from one outlet to another outlet, adjust stock, and create purchase order to your supplier. 

Follow these steps below to manage Inventory in backoffice. You can also click to jump to a specific topic that you want to learn:

 

How to View Inventory Summary

Summary shows the summary of items and ingredients stock on your business. To see the summary of the stocks, follow these steps:

  1. On the backoffice, select menu INVENTORY, then click Summary.
  2. Select outlet and time period.
  3. Click Item Library or Ingredients to see a summary of item or raw material stock.
  4. You can also see the stock of a particular item in the search field.
  5. To download the list to .csv format, click Export.

To see the definition of terms on the Summary page, read How to View Inventory Summary.



How to Input Suppliers Data

Suppliers shows the list of contact information of your business suppliers. You can use this information in making a Purchase Order (PO) later. To input supplier data, follow these steps:

  1. On the backoffice, select menu INVENTORY, then click Suppliers.
  2. Click Create Supplier.
  3. In the SUPPLIER DETAILS section, enter your supplier information, such as name, telephone number, email and address.
  4. Click Save.

 

How to Make a Purchase Order (PO)

Purchase Order allows you to create detailed orders of items or ingredients. You can make a list of orders and then print them as invoices that you can send to your suppliers. If you have registered a supplier in your system, the relevant supplier will automatically receive an email when you make order details.

 

To place a purchase order to a supplier, follow these steps:

  1. On the backoffice, select menu INVENTORY, then click Purchase Order (PO).
  2. Select the outlet and time period to determine which outlet and for when you want to order items or ingredients from suppliers.
  3. Click Item Library or Ingredients to select if you are doing PO for items or ingredients.
  4. Click Create PO.
  5. In the CHOOSE OUTLET section, select an outlet.
  6. In the CHOOSE SUPPLIER section, select a supplier.
    • Note: If you do not select a supplier, the column will automatically be updated to No Supplier.
  7. Click Add Item or Add Ingredients.
  8. Search and select items or ingredients that you want to order.
  9. Fill in the order quantity in the Order column and the price per unit in the Unit Cost column, then click Add.
  10. Click Create and Fulfill when the order is complete or click Create if you have not processed the order. Order details will be stored in the system and you can print it.
    • Note: If you choose a registered supplier, your order details will be emailed to the supplier.

If you want to do PO in large quantities through an excel file, read How to Import Purchase Order Using Excel.

 

How to Transfer Stock Between Outlets

You can transfer items or ingredients stock on Outlets page. To transfer items or ingredients stock between outlets, follow these steps: 

  1. On the backoffice, select menu INVENTORY, then click Transfer.
  2. Select the name of the outlet, time of adjustment, and type of stock you want to adjust (Item Library or Ingredient).
  3. Click Create Transfer.
  4. In the CHOOSE OUTLET section, click TO to select the destination outlet.
  5. In the TRANSFER STOCK TABLE section, click Add Item or Add Ingredients.
  6. Select the type of stock you want to transfer.
  7. Fill in the amount of stock that you want to transfer in the Transfer Quantity field then click Add.
  8. Repeat the process if there are still stocks that you want to transfer.
  9. When finished, click Create.

 

How to Adjust Stock in Adjustments

Adjustment allows you to balance the stock amount manually after doing stock opname (stock count) or when there are changes in stock outside of sales activities. To balance your stock, follow these steps:

  1. On the backoffice, select menu INVENTORY, then click Adjustment.
  2. Select the name of the outlet, time of adjustment, and type of inventory you want to adjust (Item Library or Ingredient).
  3. Click Create Adjustment.
  4. Click Add Item or Add Ingredient.
  5. Select the stock you want to adjust.
  6. Fill in the actual stock in the Actual Stock column then click Add.
  7. Repeat the process if there are still stocks that you want to adjust.
  8. When finished, click Create.

 

If you want to do a significant number of stock adjustments through an excel file, read How to Import Stock Adjustment Data Using Adjustment.

 

Congratulations, you have successfully manage your Inventory in backoffice! Next, go to Lesson 5: Manage Customers Data in Backoffice.

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