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Overview
Stock Module
Track inventory levels, costs, and stock movements across your venue using the Paimnt Stock Module.
Screenshots and Final Touches Coming Soon Images and final formatting are still being added to this guide.
Stock management is the process of tracking what you have, what it costs, and where it goes. Done well, it prevents over-ordering and waste, identifies losses early, supports data-driven purchasing decisions, and ensures you never run out of popular products during service.
The Paimnt Stock Module is your venue’s inventory control centre. It connects your physical stock areas to your product catalogue, automatically deducting stock as sales are made and giving you accurate, real-time visibility across your entire venue.
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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
Before You Start
Before configuring the stock module, make sure you have the following in place:
- All your physical stock areas identified — for example: Main Bar Fridge, Keg Room, Back Store, Kitchen Cool Room
- Locations already created in HQ under Site → Locations
- Your product catalogue set up with the products you want to track
- A clear picture of which products need counted tracking versus which don’t (e.g. service fees don’t need stock tracking)
- Distributor invoices on hand with the product codes your suppliers use
Optional but recommended:
- Duku devices charged and connected to your network
- A printer configured for printing count sheets
How the Stock Module Works
Paimnt tracks three things for every product at every stock location:
| What It Tracks | What This Means for You |
|---|---|
| Stock Levels | How many units of a product exist at each location right now |
| Product Cost | What each unit costs you — used in profit margin and stock value reports |
| Stock Movements | Every sale, delivery, transfer, wastage, and adjustment that changes the stock level |
Together, these give you a complete picture of your inventory — so you can prevent stockouts, spot unexplained losses, understand your true margins, and make smarter purchasing decisions.
Key Concept: “Draws From”
When a product is sold at a till, Paimnt needs to know which stock location to deduct inventory from. That is what Draws From controls.
📖 What This Means in Practice
A till location does not have to physically store stock. You can set it to draw stock from a different location — wherever the physical stock actually lives.
Example: The outdoor bar tills at The Beach Cafe don’t store stock. They draw from the Main Bar Fridge. Every sale at the outdoor bar automatically deducts from Main Bar Fridge’s stock level.
There are two levels where “Draws From” is set:
- Location level — the default for all products sold at that location
- Product level override — for specific products stored somewhere different (e.g. kegs in a keg room, even though they’re sold at the bar)
Location Types at a Glance
| Location Type | Stores Stock? | Draws From | Real-World Example |
|---|---|---|---|
| Stock Location | Yes | Itself | Main Bar — stock is in the bar fridges, sold from bar tills |
| Sales Location | No | Another stock location | Outdoor Bar — tills here, but stock stored in Main Bar |
| Storage Location | Yes | Itself | Back Store — bulk inventory, transfers out to other locations |
| Mixed Location | Yes | Itself + overrides | Main Bar — most products from bar fridge, but kegs draw from Keg Room |
🚨 Important: Every location — including stock locations — must have a Draws From value configured. Without it, sales will not deduct stock correctly.
Best Practices
To get the most out of the stock module:
- Count regularly — perform a full stocktake at least once a month. For high-value items like kegs or spirits, count weekly.
- Use cycle counting — if a full count isn’t always practical, rotate through different sections of your venue each week so everything gets counted over time.
- Record movements immediately — enter invoices and wastage promptly so your stock levels are always current.
- Use FIFO — First In, First Out. Use older stock before new deliveries to reduce spoilage and improve accuracy.
- Use barcode scanning where possible — Duku devices greatly reduce manual entry errors.
Common Questions
What happens if I don’t count a product during a stocktake?
If a product has a line in the stocktake but no count is entered, Paimnt will set its stock level to 0. Make sure to either enter a count or remove the product from the stocktake list before finalising.
Do sales that happen during a stocktake affect my count?
No. The variance is calculated using the stock level at the time the stocktake was started — not when you finalise it. You don’t need to adjust your count for sales that happen while you’re counting.
My derived product variance looks wrong. What do I check?
Check the component recipe for the derived product to make sure the correct quantities are set. For example, if a cocktail recipe says 60ml but should be 30ml, the variance will be double what you’d expect.
Can I backdate a stock invoice?
Yes — as long as the delivery date is not before your most recent finalised stocktake that included any of those products.
What if stock was delivered to more than one location?
Enter the whole invoice into one stock location first, then use a Transfer to move the correct quantity to the other location.
Next Steps After Your First Setup
Once your stock module is configured:
- Run your first full stocktake to set opening stock levels
- Enter any outstanding distributor invoices to reflect current stock
- Review your Stock Reports to confirm stock levels look correct
- Schedule regular cycle counts to keep levels accurate
- Train your team on recording wastage at the till
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