When stock management is done right, it ensures profitability by tracking costs through recipes, prevents shortages, and reduces discrepancies via invoice loading and stocktakes. It's essential for consistent quality and operational efficiency. Start by tracking a few important items, and build up over time...
To get your items costed out there are 2 main steps.
Add your Suppliers and Products: Search for or Create all the products you use for ingredients in the system and add them to your Products list.
Enter your Recipes and report: Create recipes on your items and enter in the ingredients from your Products list. Then see what’s moved in the ingredients moved report and check your menu item GP's in the Items moved summary.
Learn how it all works by watching these two short videos
Step 1 - Add your Suppliers and products
Step 2 - Enter your recipes and report.
Once you're all set up, check out our instructions for adding Stock invoices and Stocktake.
Here is a shorter version of the menu costing and recipe builder videos.
Step 1 - Add Your Suppliers and Products
Adding Suppliers can be done as part of the Stock Invoice function. Check out how to do it here.
Once your suppliers are set up let's get on to Products...
Products are the ingredients used in a recipe. They could be anything from an individual bottle of soft drink to a base ingredient, such as flour for a scone.
Products are created on the management site under Stock Control > Products.
To add a product, click New Product
Add or create a new Supplier, then search for the producer and product from our database by typing in the name in the Producer field first. A list of corresponding producers will appear.
If your producer is there, select it and you will see a list of existing products. If both producer and product exist in the lists...
Select the product you’re after
Enter in the cost price (exclusive of GST)
Can’t locate the Producer or product?
Add the producer by typing the name in the Producer field then click the light blue field below to Add it
Double check your spelling and press the Save button if correct. If you need to change it, press Make a correction.
Once the Producer is added, Type in the Product name and press the light blue field below to Add.
Please note: You should add in the Producer name again here, otherwise reporting won't be as effective.
Same deal as before with the spelling corrections but this time you also need to add in the quantity. Select the measurement type using the drop down and add in the quantity/volume. Then Press Save.
You will then be returned to the New Product screen with the fields completed. The final step is to add in your Cost Price (ex GST) and press Save Ingredient to add it to your Products list.
Step 2 - Create Your Recipes
Recipes are created within the Item itself. Let's make a Flat White.
Create or edit an item on the Items page. In the bottom section you will find the recipe tab.
Here you will create the recipe for the item using the products you have set up earlier.
Select how many of this item your recipe produces and your margin of error for any expected wastage.
Click New Ingredient.
Add ingredients by typing in the name field and selecting from your products displayed.
Enter in the amount of the ingredient needed for the recipe.
Press Save when done
As you add ingredients, the costing calculations on the left of the section will update.
The GP% can also be seen on the item list on the Items page and also on the Total Value of Orders report under Reports (once the item has been sold in posBoss.
Ingredients Moved Report
To track the movement of your ingredients in real time, head to Stock Control, then Ingredients Moved.