Inventory (on the POS)
Overview
The POS tablet has its own Inventory tab — titled StockOS - Inventory — that lets staff manage ingredient stock straight from the counter. It works on the recipe model: you count the raw materials (beans, milk, cups), not finished items, and selling a product depletes the ingredients its recipe uses.
This is the on-device companion to the admin dashboard's Stock Control. Anything your staff do here — adjusting a stock count, raising a purchase order, receiving a delivery — feeds the same ingredient stock and stock orders you see in the admin console under Suppliers & Purchasing and Ingredients & Recipes. The tablet is for the people on the floor; the admin side is for the back office. They share one set of numbers.
Recipe-model outlets
This tab manages ingredient stock, so it's meant for cafés, restaurants, and bars that track raw materials. If you sell packaged goods as whole units instead, that's the unit-model Inventory — a different feature set up in the admin dashboard.
Opening the Inventory tab
Open the Inventory tab from the side bar (on a tablet) or the bottom bar (on a phone). The screen splits into a main area and a set of sub-tabs:
- On a tablet, the sub-tabs run down the right-hand side.
- On a phone, they run across the top.
A refresh icon in the header re-pulls the current list from the server at any time.
The tab is hidden for concierge-service staff
The Inventory tab only appears for regular POS roles. Staff signed in under the concierge-service role don't see it at all — their device shows the concierge flow instead. If a staff member can't find the tab, check which role their account uses.
The sub-tabs
| Sub-tab | What it's for |
|---|---|
| Check Stock | See what you have on hand, and adjust a count by hand. |
| Order Stock | Raise and edit purchase orders to your suppliers. |
| Receive Stock | Record what actually arrived against a confirmed order. |
| Make Stock | Record what this outlet made itself, such as a kitchen's batch. |
| Send Stock | Send product stock from this outlet to another outlet. |
Another tab is on the way
A Stock Take sub-tab (for physical stock counts and reconciliation) exists in the app but is temporarily hidden — it isn't available to use yet. Do your stock-takes in the admin console for now.
Check Stock
Check Stock is the live picture of your ingredient stock. Each ingredient shows as a card with its name, its current stock and unit, and its Min — the low-alert threshold set on that ingredient. A coloured badge tells you the state at a glance:
- In Stock (green) — current stock is above the threshold.
- Low Stock (red) — current stock is at or below the ingredient's low-alert stock (
current stock <= low alert stock).
Searching and filtering
Search — type in the Search ingredients... box to filter the list by name. Results update as you type.
Stock Status — three chips filter the list, each showing a live count:
Filter Shows All Every ingredient. Low Stock Only ingredients at or below their low-alert threshold. In Stock Only ingredients above their threshold.
The list loads in pages — scroll to the bottom and the next batch loads automatically (Loading more items...). Pull down to refresh. If nothing matches, you'll see No Items Found.
Adjusting a stock count
Tap any ingredient card to open the Update Stock sheet. It shows the ingredient's name, its unit, and its Min, with a single Current stock field.
- Type the new count (decimals are allowed).
- Tap Update.
The POS saves the adjustment and confirms with "Stock Updated — {ingredient} set to {value}", then refreshes the list. A non-numeric entry is rejected with "Invalid value."
This sets the count, and the change is recorded
Updating here sets the current stock to the number you type — a stock-take or a quick correction at the counter. Rewardly records the change in Ingredient Transactions as an Adjustment with reason Inventory Count, showing the stock before and after. To restock through a supplier, raise a stock order and receive it instead. To log waste, expiry, or transfers as their own movement, use Ingredient Transactions in the admin console — see Suppliers & Purchasing.
Order Stock
Order Stock opens on your Stock Orders list — the purchase orders you've raised to suppliers. Each row shows the order number, the supplier (and invoice number, if any), the delivery date, the status, the item count, and the total cost.
Order statuses
| Status | Meaning |
|---|---|
| Draft | Started but not committed. Editable. |
| Confirmed | Placed with the supplier. Still editable. |
| Received | The full delivery has been received. Locked. |
| Partial Receive | Some — but not all — of the order has been received. Locked. |
| Cancelled | The order was cancelled. Locked. |
Only Draft and Confirmed orders can be edited
A Draft or Confirmed order is tappable and opens for editing. Received, Partial Receive, and Cancelled orders are greyed out — tapping one shows "{status} orders cannot be modified."
Finding an order
Use the Filters card to narrow the list by Order Number, Supplier Invoice, Status (chips: All · Draft · Confirmed · Cancelled · Received · Partial Receive), or Delivery Date. Clear filters resets them. Load more pulls older orders.
Creating a stock order
Tap Create Order and fill in the form:
| Field | What it is |
|---|---|
| Supplier | Who you're ordering from. Picking a supplier limits the ingredient search to that supplier's ingredients. Required. |
| Deliver to | The outlet receiving the goods (defaults to your outlet). Required. |
| Delivery Date | When the delivery is due — a date-and-time picker. Required. |
| Order Number | Your reference for the order. Required. |
| Supplier Invoice Number | The supplier's invoice reference. Optional — add it when you have it. |
| Other Fees | Shipping, handling, and the like — added to the order total. |
Then build the line items:
- Use Search ingredients to order... to find an ingredient.
- Tap the + (or the edit button) to open Add to Order, where you set the Quantity, the Unit Price, and optionally tick Apply Tax and enter a Tax Rate (%). The sheet previews the line's total, with its subtotal and tax once tax is applied.
- Tap Add to Order. Adjust quantities later with the + / − controls on each ingredient row.
The Order Summary lists each line with its amount, and a running Total. Subtotal, Other Fees and Tax appear once there are fees or tax to add.
Saving an order
- Save as Draft stores the order as a Draft to finish later.
- Save as Confirmed places the order — it becomes Confirmed and is ready to receive against.
Both saved states remain editable. When you re-open a Confirmed order, an extra Order Status dropdown (Draft · Confirmed · Cancelled) lets you change its state, and Update Order saves your changes.
What the form needs before you can save
The form checks for a supplier, an outlet, a delivery date, an order number, and at least one item — and points out whatever's missing before it will save. The supplier invoice number can be left empty.
Receive Stock
When a delivery arrives, Receive Stock is where you record what actually turned up. The tab opens on a list of orders with the prompt "Select an order to record received quantities."
Finding the order to receive
Tap Show filters to search by:
- Order number
- Supplier (a dropdown of your suppliers)
- Supplier invoice number
- Order Status (All · Draft · Confirmed · Partial Receive · Received · Cancelled)
Clear all resets the filters. You'll typically receive against a Confirmed order.
A stock transfer sent to this outlet from another outlet is listed here too, as a Confirmed order with the sending outlet's name where a supplier's would be. Receive it the same way; it raises this outlet's product stock.
Recording received quantities
Tap an order to open Receive Order. Each line has one box, already filled with what is still outstanding:
| Column | Meaning |
|---|---|
| Ordered | The quantity ordered. On a stock transfer this column reads Sent. |
| Received | What was received on this order before. Shown only when something was. |
| Receive Now | What you are recording as arrived now. On a stock transfer this column reads Arrived. |
If everything arrived, leave the boxes as they are. Otherwise change them — type the quantity, or use the + / − steppers. You can't receive more than is outstanding.
The button says what it will do, for example Receive 12. Tap it to save. The POS confirms with "Order Received" when nothing is left outstanding, or "Partial Receive Saved" when something still is, and returns to the list. A partly received order reads Partial Receive and can be opened again for the rest.
An order that is Received or Cancelled is read-only: it shows what was ordered and what was received, with no box and no button.
When a stock transfer arrives short
For a stock transfer, once you enter less than was sent the screen asks about the rest. Not arrived shows the missing quantity and three answers:
| Answer | What it does |
|---|---|
| Still on the way | Leaves the transfer open, so the rest can be received later. |
| Returned to (sending outlet) | Closes the transfer and puts the rest back into the sending outlet's stock. |
| Lost or damaged | Closes the transfer and writes the rest off. It is not put back anywhere. |
The button follows your answer — Receive 3 and return 2 to Main Kitchen, for example — and asks you to confirm before it closes a transfer, because a closed transfer cannot be reopened. The POS then confirms with "Transfer closed". If nothing arrived at all, set the boxes to 0 and choose an answer; the button then only returns or writes off.
An order from a supplier is not asked this. Its short delivery stays Partial Receive until the rest arrives.
Receiving tops up your ingredient stock
Recording a receipt here raises the current stock of each ingredient on the order — the same numbers you see in Check Stock and in the admin console's ingredient inventories. Partial deliveries let you receive what came now and the rest later, against the same order.
Make Stock
Make Stock is for an outlet that makes its own products, such as a central kitchen. It records a batch and adds it to this outlet's product stock at once.
- Under New, search for a product or scan its barcode, and tap + to add it.
- Type how many were made under Units.
- Tap Add to stock and confirm.
Made lists the latest entries made at this outlet, each with its number (it starts with MK-), time and quantities.
- The product must have its quantity tracked at this outlet. Otherwise the entry is refused, and the message names the product.
- In the admin, each entry is on Stock Orders as a Received order under the supplier In-house kitchen.
Ingredients a batch uses
A product's recipe comes off ingredient stock once: when the batch is made, or when the product is sold. Ingredient tracking, in the product's Cost & Recipe section, decides which.
| Ingredient tracking | When the recipe's ingredients come off |
|---|---|
| Off | When the batch is recorded here, from this outlet's ingredient stock. A sale takes none. |
| On | At each sale, from the selling outlet's ingredient stock. Recording a batch takes none. |
For a kitchen that makes products and sends them to other outlets, leave it Off, so the ingredients come off the kitchen's stock. A batch is never refused for ingredients: a count can go below zero. A product without a recipe uses none.
In the admin, Ingredient Transactions lists what each batch took, noted Made in-house with the entry's number.
Cancelling an entry
To undo a batch typed wrong, tap Cancel entry on it under Made and confirm.
- The stock it added is taken back out, and the ingredients it used are returned.
- The entry stays in the list, marked Cancelled. In the admin, the order's status becomes Cancelled.
- If the outlet has less of a product left than the entry made, because some was sold or sent, the cancel is refused and the message says how much is left. An outlet with Allow negative inventory on is not checked.
- Deleting the order in the admin does not undo a batch: the stock stays as it is.
Send Stock
Send Stock sends a stock transfer from this outlet to another one.
- Under New, choose the receiving outlet under Send to.
- Search for a product or scan its barcode, tap +, and type the quantity under Units.
- Tap Send and confirm. The stock leaves this outlet at once.
Sent lists the latest transfers sent from this outlet, each with its number (TR-), status, and how much was sent and received. The receiving outlet receives it under Receive Stock on its own POS, or in the admin.
A product this outlet does not count for itself is greyed, with the reason, and cannot be sent. Sending more than this outlet has is refused.
Don't see these two tabs?
Make Stock and Send Stock need a recent version of the POS app. Update the app if they are missing.
How it all fits together
A typical restock, from the counter:
- In Check Stock, you spot a Low Stock ingredient.
- In Order Stock, you Create Order to its supplier and Save as Confirmed.
- The goods arrive; in Receive Stock you find the order and Mark as Received.
- Back in Check Stock, the ingredient's count has gone up — and the same is true in the admin console.
Because the tablet and the admin dashboard share one set of records, an order raised on the floor shows up in Suppliers & Purchasing, and a count corrected in the admin console shows up in Check Stock.
Related
- Suppliers & Purchasing — the admin-side suppliers, stock orders, and receiving that this tab feeds.
- Ingredients & Recipes — the recipe model, low-alert thresholds, and how a sale depletes ingredient stock.
- Inventory — the unit-model alternative for packaged goods sold as-is.
- Orders, Refunds & Voids — finding and reversing the sales that draw down this stock.