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Summary here
Stocktake Module
This guide walks you through setting up and using the Paimnt Stock Module to track inventory levels, costs, and movements across your venue.
What you’ll learn
After completing this guide, you will be able to:
- Set up stock locations — configure locations and draw rules to track inventory across your venue
- Set up stock on products — choose stock types and manage product costs
- Perform a stocktake — count stock, record variances, and use Duku barcode devices
- Manage stock invoices — record supplier deliveries, credit notes, and costing methods
- Transfers, wastage & adjustments — move stock between locations and record losses
What you’ll need
Before starting, make sure you have the following ready:
- HQ access with manager permissions
- A list of your venue’s physical stock areas, such as:
- Main Bar Fridge
- Back Store
- Keg Room
- Kitchen Cool Room
- Products already created in your product catalogue
- Recent distributor invoices with product codes
Optional but recommended:
- Duku devices charged and connected
- Printers configured for stock count sheets
Understanding the Stock Module
The Stock Module acts as your venue’s inventory control centre. It tracks three important things:
| What It Tracks | What This Means |
|---|---|
| Stock Levels | How many units of a product exist at each location |
| Stock Cost | What each unit costs you |
| Stock Movement | Sales, deliveries, transfers, wastage |
Together these allow you to:
- Prevent running out of stock during service
- Identify shrinkage or theft
- Understand true profit margins
- Improve ordering decisions
Key Concept: Draws From
When a product is sold at a POS till, where should the stock come from? That is what Draws From defines.
📖 What This Means: A sales location may not physically store stock. Instead it deducts stock from another location.
| Scenario | What Happens |
|---|---|
| Beer sold at outdoor bar | Stock deducted from main bar fridge |
| Cocktail sold at bar | Spirit deducted from bottle stored in bar |
| Keg beer poured | Stock deducted from keg room |
Location Types Explained
| Location Type | Stores Stock? | Draws From | Real Example: The Beach Cafe |
|---|---|---|---|
| Stock Location | Yes | Usually itself | Main Bar fridge where bottles are stored |
| Sales Location | No | Stock location | Outdoor bar tills drawing from Main Bar |
| Storage Location | Yes | Itself | Back Store with bulk inventory |
| Mixed Location | Yes | Itself + overrides | Main Bar bottles from fridge, kegs from Keg Room |
🚨 Heads Up: Every location must have Draws From configured, or sales will not deduct stock.
Common Questions
What if I don’t count a product?
It will be set to 0 unless excluded from the stocktake.
Do sales affect stocktake counts?
No — variances are calculated using the stock levels at the time the stocktake was started.
Derived product variance looks wrong. What do I check?
Check the component recipe to make sure the correct quantities are configured.
Can invoices be backdated?
Yes, as long as the date is before your last finalised stocktake.
Next Steps
Now that your stock module is configured:
- Run your first full stocktake
- Review Stock Reports
- Schedule cycle counts
- Train staff on wastage tracking
More Information
FIFO — First In, First Out
Use older stock before new deliveries to reduce spoilage.
Barcode Best Practice
Using barcode scanners can reduce manual entry errors by up to 90%.
Stock History
All movement history can be viewed in Stock Locations → Product Lines.