Set up and manage Stock

Stock keeps a running Current Amount for the dishes you track, such as pastries baked in the morning or bottled drinks. Open Menu > Stock in the Back Office  to record deliveries, shelf counts, waste, and corrections.

Sales do not reduce Current Amount yet. Record each delivery, count, and loss here to keep the amount right.

In Selflane POS 8.0.0 or later, a dish at 0 or below shows Out of stock on the POS menu, but staff can still sell it. To stop selling a dish, turn off In stock on the dish under Menus.

Recipe-based ingredient reports estimate usage from sales. They are separate from the amounts recorded in Stock.

Start tracking a dish

You need manager access to the Back Office. Tracking is turned on from the dish itself, not from the Stock tab.

1. Open Menu > Menus in the Back Office .
2. Open the dish. If it is new, save it first. Until then, the Stock section says “Save the dish first to track its stock.”
3. Under Stock, check Track stock.
4. In How many do you have now?, enter a whole number, including 0 if none remain.
5. Click Start tracking. You can also press Enter in the box.
6. Check the Current Amount shown in the dish form.

Start tracking saves right away, apart from the dish’s Save button. The amount carries over from one day to the next. The dish also shows its Current Amount under its name in the Menus list.

Tracking a dish also adds an ingredient with the dish’s name, counted in each, to Ingredients. That ingredient holds the amount.

Read the Stock list

The list shows every tracked dish with these columns:

• Dish — the dish name.
• Current Amount — how many you have, by your records. A 0 shows in amber. A negative amount shows in red with Recount beside it.
• Updated — when the amount last changed, in your business’s time zone.
• Actions — Receive, Count, Waste, Correct, and History.

If no dishes are tracked, the list says “No dishes are tracked yet.” Start tracking a dish first, as described above.

Stock changes save right away. Unlike other Menu tabs, Stock has no publish bar, and you don’t publish stock changes.

When Current Amount is below 0

The amount can drop below 0 when a Waste or Correct takes away more than you had. It is never reset to 0 for you, because a negative amount means the records and the shelf disagree. Count the shelf and record a Count to fix it.

Record a change

Click the action beside the dish that matches what happened. The form shows the dish name and its Current Amount.

1. Click the action beside the dish.
2. Check the Current Amount in the form.
3. Enter the amount, up to 100,000. Enter a reason when it is required, up to 200 characters.
4. Click Save and check the updated amount in the list.

For example, if Current Amount is 10 and 6 more arrive, use Receive with 6. If you count 16 on the shelf, use Count with 16 instead. Use Waste for spoiled or dropped units, and Correct to fix an earlier entry that was wrong.

Review history

1. Click History beside the dish.
2. Review each change, newest first:
   • Kind — Started, Received, Counted, Wasted, or Corrected.
   • Change — the amount added or removed, such as +6 or -2. A count shows the difference it made.
   • Amount after — Current Amount after the change.
   • Who — the person who made it.
   • Reason — the reason entered, or — if none.
   • When — the date and time, in your business’s time zone.
3. Use the page controls to see older changes. Each page shows 50 changes.

Use the history to check whether a delivery or count was already recorded before you enter it again. Changes made on the POS appear here too.

Stop tracking

1. Open the dish under Menus.
2. Under Stock, click Stop tracking and confirm.

The dish leaves the Stock list, and its history is kept. If you track the dish again, you enter a new count. It is recorded as Counted in the same history, so the old entries stay with the dish.

If you archived the dish’s ingredient under Ingredients in the meantime, tracking again fails with “This dish’s item is archived”. Restore the ingredient first.

If a save fails or the amount changes elsewhere

Read the error and check the refreshed Current Amount. The form stays open, and the list reloads the latest amount. A lost connection does not prove that the change failed.

If you click Save again without changing the amount or reason, Back Office treats it as the same change. A retried delivery is not added twice. If you change a value first, it is saved as a new change.

A Count fails when the amount changed since the Stock list last loaded, for example from the POS. The list doesn’t refresh on its own while the page stays open, so reload it before a count if staff may have changed the amount. After a failed count, the list reloads and the form shows the newer amount. Check the shelf before you save again, so an earlier count doesn’t overwrite a newer one.

Check history before you enter a separate receipt or correction for the same event.

Use Stock during a shift

Selflane POS 7.8.1 adds a Stock list with Receive and Count. Staff can record deliveries or count the shelf without returning to the Back Office.

Follow Receive and count Stock on the POS. Waste, Correct, tracking setup, and history are covered here in the Back Office.

Related links

• Receive and count Stock on the POS
• Manage your menu — dishes, In stock, and the dish form.
• Ingredients and recipes
• Make Order — take orders and manage item availability.