Inventory

Inventory shows where your stock went and who moved it. Every sale, delivery, return, transfer, count and correction is recorded as a stock movement. Nothing is overwritten.

Go to Inventory. Viewing stock needs inventory permission; recording batches and transfers needs permission to edit inventory. See Roles and permissions.

Low and negative stock

When any product needs attention, two panels appear at the top of the screen.

Low and negative stock lists products whose current balance is at or below their reorder point, for each stock location.

• Low means the balance has reached the reorder point.
• Negative means TillPoint has recorded more going out than coming in. Find out why, for example by checking whether a delivery has been received in TillPoint.

Each alert shows the product, the quantity on hand, the SKU, the location and the reorder point. Set each product’s reorder point in the Catalogue. The Low stock card on the Dashboard counts the same products.

Recent stock discrepancies lists closing stock counts from the last 30 days where the count differed from what TillPoint expected, or where damaged units were recorded. Each entry shows the expected, counted and damaged quantities, who counted, who approved, and the reason given.

Stock counts

Stock is counted when a shift is closed. The person closing the shift counts the drawer and every counter item, and records any damaged units. Damaged units are recorded as wastage and taken out of sellable stock. A difference in the count needs a reason and, depending on the role, a manager’s PIN. See Shifts and cash-up.

Any difference is posted as a stock movement and appears under Recent stock discrepancies.

Stock movements

The main table lists recent stock movements, newest first.

Column	What it shows
Product	The product name and SKU.
Movement	The quantity in or out, in selling units, and the type of movement. Stock coming in shows a plus sign.
Source	The receipt, delivery or other reference, and what kind of record it came from.
Location	The stock location affected.
Employee	Who recorded it.
Date & time	When it happened.
Unit cost	The cost per unit recorded with the movement, in Ksh.

To find a movement, type a product name, SKU or receipt number in the search box.

For a full list over a chosen period, with values and an export, use the Inventory & wastage report in Reports.

Recording a prepared batch

Use this when the kitchen makes a bulk batch to sell in smaller units, such as a bucket of juice sold by the glass. The product’s purchase unit and selling units per purchase unit must be set in the Catalogue first.

1. Select Record prepared batch.
2. Choose the Product.
3. Choose the Stock section. Original main stock is the branch’s original stock location.
4. Enter the Number of batches made, in the product’s purchase unit.
5. Enter the Total batch cost in Ksh.
6. Optionally, enter a Batch number and an Expires on date.
7. Check the summary. It shows how many selling units will be added and what each will cost. The selling price does not change.
8. Select Add batch to stock.

For example, 2 buckets at 30 glasses each adds 60 glasses. If the batch cost Ksh 1,200, each glass carries a cost of Ksh 20.

Stock bought from suppliers does not belong here. Receive it against a purchase order. See Receiving deliveries.

Section stock

A section is a separate selling area, such as a main bar, a lounge or a rooftop. Each section keeps its own stock balance. Existing stock stays in its original location.

Under Section stock, choose a Section to see what it has on hand.

To add a section, enter a New section name and a code made of letters, numbers and hyphens, such as ROYAL-LOUNGE, then select Add section. The new section starts with an empty stock location. Adding sections needs permission to manage branch settings.

Stock transfers

Use a transfer to move stock from one section to another. A transfer goes through four steps, and the system makes sure no one person handles all of them.

1. Request. Under Stock transfers, choose From and To sections, the Transfer product and the Quantity, and give a Reason. Select Request transfer.
2. Approve. A manager who did not request the transfer selects Approve.
3. Dispatch. Someone with access to the source section selects Dispatch when the stock leaves. The stock is taken off the source section at this point. TillPoint refuses the dispatch if the source does not have enough stock available.
4. Receive. Someone other than the person who dispatched it selects Receive when the stock arrives. The stock is added to the destination section.

Each transfer in the list shows its route, reason, date and state.

A transfer can be cancelled with Cancel while it is still requested or approved. The person who requested it, or a manager, can cancel it. Once stock has been dispatched, the transfer must be received.