Inventory setup¶
How supplier prices are typed and shown, how far a price has to move before a delivery points it out, what lands on the Inventory screen's list of things to do, and how far a count has to be out before a stocktake asks you to walk back, and where you keep stock. Each setting is saved as you change it -- there is no Save button, and each one confirms what it now is.
Where: menu → Inventory → Setup. The screen is headed Inventory setup. If you have set a bar on settings, staff below it are asked for a senior PIN.
Supplier prices¶
Supplier prices include GST¶
| Every cost field in inventory | |
|---|---|
| Off (the default) | Shows and takes costs excluding GST, which is how most wholesalers quote |
| On | Shows and takes the number your supplier prints, including GST |
Either way, stock is valued excluding GST and margins are worked out before tax. The switch only changes what you type and what you read, and every cost field is labelled excl. GST or incl. GST so nobody has to remember.
It does not touch product prices, which always include tax.
It is also where a new delivery starts. Each delivery has its own Line prices include tax switch, which follows the last delivery from the same supplier once there is one. See A delivery.
What the tax is called¶
GST here, VAT in Britain. Used wherever a cost field or a delivery names the tax. Saved when you leave the field.
Deliveries¶
Tell me when a price moves by¶
Default 5%. When a delivery brings an item in at a cost that has moved further than this since last time, the delivery says so: the line is marked with the rise, the line's sheet reads Was ... now ..., and the summary after posting lists it under Prices that moved.
Raise it if every delivery flags a few cents. Lower it if you price tightly. Saved when you leave the field.
Where you keep stock¶
Storage locations¶
Your shelves, chillers, dry store — wherever stock actually sits. A stocktake walks them in this order, and every item can say which one it is in.
Tap Storage locations to add, rename or remove them.
| Add a location | Set one up before anything is in it |
| Rename | Everything in it moves with it. Rename Chiller to Walk-in and the twelve things in the chiller are now in the walk-in. That is the point: shops move things around. |
| Remove | If anything is in it, you are asked where it goes — into another location, or nowhere at all. Nothing is deleted either way; only where you keep it changes. |
Each one shows how many items are in it.
Locations you set on an item before this screen existed still work. They show here marked not in your list yet, and a button at the bottom adds them all to your list in one tap. Until you do, they behave exactly as they always have.
What needs me today¶
These two decide when something lands on the Inventory screen's list.
Running out means fewer than¶
Default 7 days. About how long a delivery takes to arrive: anything with less cover than that is worth ordering now. A shop whose supplier calls fortnightly should say 14, or the list will tell it too late to be useful.
Days left is worked out from how fast something has been selling, so an item that has never sold has none and is never running out -- it shows under not sold in a week instead. Saved when you leave the field.
Ask me to count everything every¶
Default 28 days. Anything not counted for this long goes on the list, and Not counted lately is also a stocktake scope you can start from the stocktake list. Something never counted at all counts as due.
A small shop counting in rotation should leave this alone. A large one might say 90 and count by location in between. Saved when you leave the field.
Warn me before best before by¶
Default 7 days. A batch with this long or less until its best-before date goes on to use first, and so does one already past it. A week is long enough to mark something down; a deli selling short-dated cheese might say 3. The Expiring screen has its own choice of window -- this is only the nudge. Saved when you leave the field.
This setting shows once your shop has recorded its first batch. Until then there is nothing for it to warn about.
Stocktakes¶
Both of these decide the same thing: which lines a stocktake's Review screen marks with a warning and a Count again button. Either one on its own is enough -- a miscount is either a big share of a small thing or a small share of an expensive one, and both are worth a second walk.
Nothing is flagged when the count agrees with what was expected. A line where nothing at all was expected but something was counted is always flagged: there is no percentage to compare, and that is exactly the case a second look settles.
Count again when it is out by¶
Default 20%, as a share of what was expected. Expected 100 and counted 80, or counted 120, is out by 20% and gets the warning.
or when it is worth more than¶
Default $50, the value of the difference itself -- not the value of the stock. Four bottles missing at $30 each is $120 and gets the warning even though it is only 1% of a four-hundred-bottle cellar.
Raise them both if every stocktake flags half the shop. Lower them if you want a closer check. Saved when you leave the field.
Good to know¶
- These settings are the shop's, shared by every till signed in to it.
- A category's tax rate lives with the category, under Sales → Setup → Categories. Margins use it; see Margins.