Set up inventory

Flexitill uses one Product record for purchased goods, recipe ingredients, prepared stock and items sold directly. Decide the Product's base stock unit first: every receipt, count, recipe and stock movement is ultimately converted to that unit.

Where to find it·Inventory → Products

1. 1Select the location you are configuring, then choose New Product.
2. 2Choose Purchased. Manufactured Products should normally be created or attached from Inventory → Recipes.
3. 3Enter a unique Product name and, if used internally, an SKU or code. You may also link a shared Catalogue identity.
4. 4Choose Quantity or Lot + Expiry tracking. Changing this choice later affects receiving, counting and traceability, so set it before stock is received.
5. 5Choose the base stock Unit and, where conversions cross mass and volume, enter density in grams per millilitre.
6. 6Set category, sale price, description, shelf life, storage notes, dietary flags and active status as required.
7. 7For the selected location, choose a default Storage Area. This is the suggested destination for future movements; it does not move existing stock.
8. 8Optionally add the Product to one saved Stock Count List and add reusable counting/handling units such as case, bottle or bag with the number of base units each contains.
9. 9Save, then open the Product to finish Supplier Products, stock controls, Variants or substitutions.

Where to find it·Inventory → Products → choose a Product

1. 1Edit the Product's identity, category, SKU, sale price, base unit, tracking mode, description, shelf life, dietary details and allergens, then save.
2. 2If the Product is Manufactured, choose Made to order or Prepared stock. An active manufactured Product requires an active production Recipe; accept the prompt to activate its Recipe if appropriate.
3. 3Select a location before editing its default Storage Area or issue policy.
4. 4Choose Highest Quantity to consume from the fullest balance, Configured Priority to follow the Product's area priority, FIFO to use oldest stock first, or FEFO to use the earliest expiry first. FEFO is available for lot-tracked stock.
5. 5Review on hand, committed and available quantities and the balance held in each Storage Area.
6. 6Remove an obsolete area balance only when it is empty and is not the Product's default balance.

Product units make everyday entry practical without changing the stock ledger's base unit. For example, a 750 ml bottle can be counted as bottles while the ledger remains in millilitres.

1. 1Open the Product and find its counting/handling units.
2. 2Add a label such as Bottle, Case or Bag and enter the exact number of base units it contains.
3. 3Add an EAN when the pack is scanned and choose its scope if the Product uses Variants.
4. 4Save the Product. The unit can now be selected on Stock Count List preferences and during an ad-hoc count.
5. 5If the conversion belongs only to one supplier's pack, configure it as a Supplier Product conversion instead of a Product unit.

Where to find it·Inventory → Products → choose a lot-tracked Product

1. 1Select the relevant location and open the lot list.
2. 2Use status and expiry information to identify the batch, then open its trace.
3. 3Review the original Supplier receipts or production runs, Storage Area movements, customer-order allocations and reversals.
4. 4Correct the source transaction where possible: correct or void a Delivery, void a Write-off, or perform a fresh Stock Count. Do not edit unrelated stock to hide an audit discrepancy.

A Product Variant is a separately identifiable and independently stocked form of one parent Product. It keeps the shared Product meaning, but can have its own SKU and attributes such as size, colour, volume or packaging. Receiving, Storage Area balances, lots, counts, Write-offs, sales and stock movements can all retain the Variant identity.

Create separate Products, not Variants, when the forms have materially different allergens, base units, Recipe roles, reporting Categories or operational meaning. Variant attributes are identifiers; they do not provide separate Product-level allergen or category configuration.

1. 1Open the Product's Variants section and choose Add Variant.
2. 2Enter a unique SKU when the Variant is scanned, purchased or sold independently.
3. 3Add clear key/value attributes such as Size: Medium and Colour: Black, or Volume: 330 ml and Package: Can. Use consistent keys across sibling Variants so staff can compare them.
4. 4Leave Active enabled and save.
5. 5Link each exact supplier catalogue line to the Variant it supplies. If the supplier line can replenish the shared Product pool, leave Variant blank instead.
6. 6Use Variant-scoped Product counting units when the handling pack applies only to that Variant.
7. 7Configure Menu Item Variants, Components or Modifier options to consume the correct Product Variant where the sale choice must reduce that exact balance.
8. 8Include the Variant in Stock Count Lists and verify it appears as its own count row and Storage Area balance.

A substitution redirects Recipe costing and stock consumption when the original Product is unavailable. Purchase Orders also surface active substitutions for unavailable Products.

1. 1Open the Product's Substitutions section and choose the replacement Product.
2. 2Enter the conversion factor. For example, use 2 when one base unit of the original requires two base units of the substitute.
3. 3Set optional start and end dates and add a note explaining the operational decision.
4. 4Save and check whether the substitution is In force, Scheduled or Inactive.
5. 5Deactivate or delete the substitution when normal supply resumes. Review Recipe cost and consumption after any factor change.

1. 1Filter or search the Product list until the required records are visible.
2. 2Select the Products on the current page.
3. 3Choose the bulk action to set a Category, remove their Category, or delete them.
4. 4Review the selected count and confirm. Use inactive status instead of deletion when stock or transaction history must remain available.

Where to find it·Inventory → Catalogue (direct route when enabled)

Catalogue items are reusable identities that can be linked to operational Products. A Catalogue item does not itself hold location stock.

1. 1Open the Product Catalogue and search by identity before adding another entry.
2. 2Choose New Catalogue Item and enter name, brand, manufacturer, barcode, base unit, display unit and description as available.
3. 3Save, then select the Catalogue identity when creating a Product.
4. 4Use the linked Product count before editing or deleting. Deleting the Catalogue item detaches its Products; it does not delete those Products.

Where to find it·Inventory → Settings → Categories

1. 1Search the Category list before creating a new grouping.
2. 2Choose Add Category, enter its name and short name, then select the colour and icon used in operational displays.
3. 3Save and assign Products to the Category from Product create/edit or the Product list bulk action.
4. 4Edit a Category when presentation changes. Review its Product count before deletion and confirm the removal.
5. 5Export CSV when a master-data review is required.

Where to find it·Inventory → Settings → Units

1. 1Search by name or symbol before creating a Unit.
2. 2Choose Add Unit and enter its name and symbol.
3. 3Choose Mass, Volume or Count and define how many canonical base units one unit contains: grams for mass, millilitres for volume or each for count.
4. 4Check the conversion preview. Recognised standard symbols fill and lock the dimension and factor to protect shared conversions.
5. 5Add an optional description and create the Unit.
6. 6Edit or deactivate Units that should no longer be selected. Deleting a Unit removes it from selectors but preserves legacy Product unit text.

Where to find it·Inventory → Storage Areas

1. 1Select the location. In an all-locations view you can review areas, but creation and transfer require one location.
2. 2Choose New Storage Area and enter a unique useful name, optional code and description.
3. 3Save, then open the area to edit its details or active status.
4. 4Set it as a Product's default area where appropriate and route future Deliveries, PO receipts, Write-offs and counts to it.

Where to find it·Inventory → Storage Areas → choose an area

1. 1Select a single location and choose Transfer Stock.
2. 2Choose the source area and destination area. Either side can be Unassigned, but source and destination must be different.
3. 3Choose the Product and enter a positive quantity in its base stock unit.
4. 4Add notes that explain the physical move, then post the transfer.
5. 5Verify the new area balances on Product detail and the movement in Inventory → Operations → Transfers.

Where to find it·Inventory → Stock Policies

1. 1Select the location whose on-hand stock you want to manage.
2. 2Search by Product, SKU or Category, or filter to Low, Out or Healthy Products.
3. 3Enter the Critical threshold: at or below this quantity the Product needs attention.
4. 4Enter the Target quantity: the level you want to restore.
5. 5Review the suggested order quantity, which is calculated from target and current stock, then save the row.
6. 6Use the summary to review low/out counts and suggested base units before creating Purchase Orders.

Where to find it·Settings → Inventory