By using SimpleOrder's automatic inventory, restaurants can easily and accurately keep track of their inventory. In our unique system, inventory is automatically reduced each time a sale is made and increased each time a purchase is made.
Manual Inventory is based only on physical counts of your stock levels which you submit into the system. Stock levels are not automatically reduced each time a sale is made or wastage is reported and do not increase when items are purchased. They only change when you manually count your inventory.
As a new user, your inventory with SimpleOrder is set to manual by default.
It is recommended to keep it as such for the setup stage when you are still in the process of entering your recipes (which are crucial for breaking down your sales to ingredients), and building up your suppliers and catalogs.
Once you have your catalogs and menu items with ingredients set and your account is connected to your POS, or you are ready to upload your sales files regularly (serves for reducing inventory quantities), you should consider turning on automatic inventory.
To check your inventory settings or switch from Automatic to Manual and vice versa, click on the image icon at the top left -> Settings -> Profile -> Enable Manual Inventory. Check-off the checkbox for manual inventory and uncheck for Automatic inventory and Save.
***Note if you go into your profile and you don't see inventory settings please contact our support team in-app or contact at info@SimpleOrder.com
When you are ready to disable manual inventory option and switch to automated inventory uncheck the checkbox and make sure to set your End of Day time to reflect the hour at which your business closes each day and no transactions are taking place.
This is how it works...
Any time you receive an order in the Purchase Order screen and status of order changes to "Delivered", your stock levels go up based on the quantities you receive in this order. If you save the delivery date of an order retroactively, quantities of stock level will increase only if you did not have a physical count after the day you save the order to. If you had a count after the date you save the order to, the physical count already took those quantities into account and the quantities in inventory won't change. Take into account that if you counted only some of your products and you save an order retroactively, those items that you did not count will increase in quantity.
Master product: if you receive an item which is part of a master product in your inventory, the entire quantity of the master product will increase and the total amount will increased based on average price per unit.
Please see our section on How to receive merchandise.
Please see our section on How to create master products in inventory.
If your SimpleOrder account is seamlessly integrated with your point of sale, any time you make a sale on your POS, the quantities decrease from your inventory based on the quantities of the ingredients set up in the menu item section in SimpleOrder.
For example, if in a menu item sold is a burger which consists of 200g of beef, a bun, a slice of tomato and 5g of ketchup, then 200g of beef, a slice of tomato, a bun and 5g of ketchup are deducted from the inventory. This happens in real time. Please see our section on How to connect to your POS.
If your POS is not connected to your SimpleOrder account and you upload a sales file, any time you upload the file the quantities of your menu items will be deducted from your inventory. If you upload a file with retroactive dates, the quantities will change only if you have not had a physical count since that date. If you had a count after the sale date, the physical count already took those quantities into account and the quantities in inventory won't change. Take into account that if you counted some of your products, those items that you did not count will decrease in quantity based on the sales file uploaded. Please see our section on How to upload a sales file.
With automated inventory you can compare between theoretical and actual values and see where you have a gap. When running the Purchases vs. Sales or the Food Cost report you will be presented with theoretical and physical quantities to better monitor your business. The theoretical quantity takes into account actions made in the system, such as purchases, sales, wastage and physical counts.
Please see our section on Reports.
Important: if you switch from Automated to Manual inventory, you would have to preform a manual count in order to put it into effect (and the End of Day Settings is not relevant for you). Note: your reports will only reflect data of physical counts.