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 three 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. |
A fourth 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 is a manual override, not a transaction
Updating here sets the current stock to the number you type — it's a hands-on correction for a miscount or a quick fix at the counter. To restock through a supplier (and keep the paper trail), raise a stock order and receive it instead. To log waste, expiry, or transfers as a proper 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. Required. |
| 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 subtotal, tax, and total.
- Tap Add to Order. Adjust quantities later with the + / − controls on each ingredient row.
The Order Summary keeps a running Subtotal, Other Fees, Tax, and Total.
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.
Everything is required before you can save
The form checks for a supplier, an outlet, a delivery date, an order number, a supplier invoice number, and at least one item — and points out whatever's missing before it will save.
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.
Recording received quantities
Tap an order to open Receive Order. Each line shows three numbers:
| Column | Meaning |
|---|---|
| Ordered | The quantity originally ordered. |
| Received | What's already been received on this order so far. |
| Receive Now | What you're recording as arrived in this session. |
For each line, enter the quantity that arrived — type it, or use the + / − steppers. You can't receive more than was ordered, so Receive Now is capped at the remaining quantity. Receive All fills every line with whatever's still outstanding.
A live banner tells you whether this will be a full or partial receipt:
- All lines fully received → the button reads Mark as Received, and the order becomes Received.
- Some still short → the button reads Save Partial, and the order becomes Partial Receive.
Tap to save. The POS confirms with "Order Received" or "Partial Receive Saved", then refreshes the list. An already-Received order is read-only — its save controls are hidden.
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.
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.