FooodPosWiki

Stock: stock in, wastage, kept item

Key in a delivery (Stock in), stock thrown away (Wastage), or a customer's kept bottle written in after the fact (Kept item), from the POS's Stock button. It goes straight to the cloud and needs the internet; nothing is kept on the POS. Every box, the question before posting, and every message. On the Windows and the Android POS.

Who uses it:ManagerWhere:Windows POSAndroid POS
On this page

The Stock button on the table screen lets a manager key three things in at the POS, without the back office:

  • Stock in: a delivery has come. The counts go up.
  • Wastage: stock was spoiled, dropped or thrown away. The counts go down, with a reason.
  • Kept item: a customer's bottle kept from before, written in now with the day it was really kept.

This is the one thing on the POS that is not saved on the POS first. A stock document goes straight to the cloud while you wait, or not at all. That way the same delivery keyed on two POS, or on a POS and in the back office, is never counted twice without anyone seeing it.

Before you start

  • The right "Key in stock documents (stock in, wastage)". It is in POS access groups, and nobody holds it until it is given. Without it, there is no Stock button.
  • Stock in your plan. When Stock is not part of your restaurant's subscription, there is no Stock button.
  • The internet. The lists, the search and the posting all ask the cloud.
  • Items that track stock. Only those are found here. See Which items track stock.
  • For Stock in: your suppliers, if you want to name one. See Suppliers.
  • For Wastage: at least one reason of the type Wastage, under Void / Discount Reasons in the back office. See Void / Discount Reasons.

Open the Stock screen

  1. On the table screen, press 📦 Stock in the bottom bar. Its hover text says Stock in and wastage, straight to the cloud.
  2. The screen opens on Stock in. It asks the cloud for your suppliers and wastage reasons, and lists the items it finds.

The screen, part by part

The screen is the same for the three kinds: find an item on the left, the document on the right. This is Stock in on the Windows POS.

Stock in (Windows): find the items on the left, the delivery on the right.
  1. Stock, and under it Goes straight to the cloud. Nothing here is kept on this POS.
  2. Stock in, Wastage, Kept item: the three kinds. The chosen one is white. Switching keeps what you have keyed for Stock in and Wastage.
  3. Search by name or code: finds items of your outlet that track stock, and raw materials (rice, oil, flour), even those no POS sells. The cloud is asked as you type, and once when the screen opens, so a dozen bottles can be tapped without typing; when it lists nothing yet, it says Type to find an item. The lists are the cloud's, so a supplier or an item added in the back office this morning is here.
  4. An item: its name, its code (· ingredient for a raw material) and what the cloud has on the shelf now. Tap it to add it to the document.
  5. added: the item is already on the document, so it cannot be added twice.
  6. Supplier (Stock in only): choose who delivered, or leave No supplier.
  7. Their delivery note or invoice no. (optional) (Stock in only): the number on the driver's paper, up to 50 characters.
  8. A line: the item, and what is on the shelf before this document.
  9. Qty (BTL): how many came in (or were wasted), in the item's unit. Above nought, up to three decimals.
  10. Unit cost (optional) (Stock in only): what one unit cost. Left empty, the item keeps the average cost it has.
  11. ✕: takes this line off (its hover text: Take this line off).
  12. Remark (optional): a note on the document, up to 300 characters.
  13. Close: leaves without posting. Nothing was saved.
  14. Post stock in (or Post wastage): asks you to confirm, then posts. It stays grey until the cloud has answered for the lists and there is at least one line.

Key in a delivery (Stock in)

  1. Press 📦 Stock. Stock in is chosen.
  2. Choose the Supplier, and type Their delivery note or invoice no. if you have one.
  3. Search each item and tap it. Type its Qty, and its Unit cost if you know it.
  4. Type a Remark if you like.
  5. Press Post stock in. The POS asks: Post this stock in?
  6. Read the lines, and press Post it. It says Posting… while the cloud posts it.
  7. The screen closes. The table screen says, for example, GR26-00012 posted. Received 24 × Mineral water 500ml — 60 on the shelf now. The menu buttons show the new counts at once.
The question before posting.
  1. The lines: how many of what, and the unit cost when you typed one.
  2. From the supplier (or No supplier named), Their reference, and Remark when there is one. For wastage: Reason: Spoiled.
  3. The warning: once posted, the document is changed or voided only in the back office.
  4. Go back: back to the document, to change it.
  5. Post it: posts it to the cloud now.

Key in wastage

  1. Press 📦 Stock, then Wastage.
  2. Choose the Reason: the list says Pick a reason… until you do. A reason is required.
  3. Search each item, tap it, and type how many were wasted in Qty. There is no unit cost: the stock's own cost is used.
  4. Press Post wastage. The POS asks: Write this off as wastage?
  5. Press Post it. The table screen says, for example, WS26-00003 posted. Wrote off 2 × Coconut milk 1L — 10 on the shelf now.
Wastage: a reason instead of the supplier, and no unit cost.
  1. Wastage: the chosen kind.
  2. Reason: your restaurant's wastage reasons. Without one, the wastage-by-reason report would have nothing to show for this note.
  3. Qty (PKT): how many were thrown away.
  4. Post wastage: asks Write this off as wastage?, then posts.

Key in a kept item by hand

Use Kept item for a customer's bottle that is already on your shelf but not in the POS: one kept before you started using FooodPos, or one written in a notebook last week. You choose the day it was really kept. For a bottle kept today at the counter, use Keep an item instead.

Kept item (Windows): the dates, the customer, and what is kept.
  1. Kept item: the third kind.
  2. The items: this POS's own menu, the active items that track stock, as the Kept items screen offers them. Tap one to add it with a quantity of 1.
  3. Kept date: the day the bottle was really kept. Not after today, and not more than 10 years back.
  4. Expires on: the last day it can be collected. It follows the kept date by your outlet's keeping days, until you choose a day of your own. If the day has already passed, it says This date has passed: the item will show as expired and cannot be collected.
  5. Customer name (required) and Phone.
  6. A line: the item, its Qty and the ✕ to take it off.
  7. Item note: a note for this item, such as how much is left.
  8. Note: a note for the whole keep. The cloud writes Keyed in by hand. in front of it.
  9. Save: saves it to the cloud now and prints the custody slip.
  1. Press 📦 Stock, then Kept item.
  2. Choose the Kept date. Expires on follows it; change it if you need to.
  3. Type the Customer name, and the Phone if you have it.
  4. Search the bottle on the left and tap it. Change the Qty if you need to, and add an Item note.
  5. Press Save. It says Saving….
  6. The screen shows the keep: Kept for, the customer's name, the code in large type (for example K-7QF3W2), the Kept date and Expires on, and what is kept. Below it: Kept item saved. Code K-7QF3W2. The slip has printed.
  7. Tie the slip to the bottle. Press Print slip again for another copy, or Keep another for the next bottle.

The keep is then on the Kept items screen like any other. See Kept items.

On Android

The Android POS has the same three kinds and the same boxes, with these differences:

  • Close is also at the top right of the blue bar. On a tablet held upright, or a phone, the kinds run on a second line, and the search sits above the document.
  • The search box says Search by name, code or barcode. A line's boxes are Qty and, for Stock in, Unit cost (optional), with Remove to take the line off.
  • The supplier, the reason, and a kept item's two days are chosen from a list or a calendar (OK, Cancel).
  • After Post it, the screen shows Posted, the document's number and what changed, with Done.
  • After a kept item is saved: Kept item saved. Code K-7QF3W2., the code large, Kept 2 Oct 2026, Collect by 1 Jan 2027, The slip has printed., then Print slip again and Done.
After posting on Android.
  1. Posted: the cloud has the document and the counts have changed.
  2. The document's number, as the back office's Stock Documents list shows it.
  3. What changed: one line for each item, with what is on the shelf now.
  4. Done: back to the table screen.

What if…