Update Stock
This page describes the 'Update Stock' Maintenance function in the Restaurant module. Note that this is a different function to the
'Update Stock' function in the Point of Sales module: if you are using both Bar Tabs and POS Invoices, you will need to run both functions regularly.
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At the end of a day or work session on a particular till or device, there are two procedures you should follow:
- Cashing up, as described here.
- Updating stock, to remove the Stocked Items sold during the day from stock. This procedure is described on this page.
To update stock, use the 'Update Stock' Maintenance function. This function will create separate
Stock Depreciations for each Location (or for a specified Location), containing all the Stocked Items to be removed from stock. The Cost Account in the header of each Stock Depreciation will be the Stock Loss Account from the
Account Usage Stock setting as normal.
If any Stocked Items were returned, the function will also create separate Goods Receipts for each Location to receive those Stocked Items back into stock. The Unit Price of each Item will be taken from the Cost Price field on the 'Costs' card of the relevant Item record.
You can run the 'Update Stock' Maintenance function using the following methods:
- You can run the 'Update Stock' function yourself. Ensure you are in the Restaurant module and click (Windows/macOS) or tap (iOS/Android) the [Routines] button in the Navigation Centre. When the 'Routines' window opens, click or tap the [Maintenance] button and then double-click or tap 'Update Stock' in the subsequent list. The 'Specify Update Stock' window illustrated below will open.
You can only run the 'Update Stock' function from a client that has a live connection to the server, not from one that has a live-sync connection.
- You can have the 'Update Stock' function run automatically and regularly. To do this, select the Run Update Stock Maintenance option in the POS Settings setting. Separate options are provided for the 'Update Stock' function in the Restaurant module (which updates stock from Bar Tabs) and the 'Update Stock' function in the Point of Sales module (which updates stock from POS Invoices). Specify in the Update Stock Interval field how often you would like the function to be run. You will need to restart the server for these changes to take effect.
When the function is run automatically, the Period will be the current day and the Local Machine will be empty (i.e. it will be run for all tills and devices). The other options will be as shown in the illustration below. As the Period will be the current day, you should not rely solely on running the function automatically to keep stock up-to-date. For example, if you have live-sync tills and devices that are likely to be operating for long periods while disconnected from the server, their Bar Tabs may not be caught by the automatic running of the function when they are eventually sent to the server. So, if you are having the 'Update Stock' function run automatically, you should also run it yourself periodically for a longer period. There is no danger that you will update stock twice from a particular Bar Tab.
- Period
- Paste Special
Reporting Periods setting, System module
- Stock levels will be updated from all Bar Tabs whose Transaction Dates fall in the period specified here.
- Cashier
- Paste Special
Person register, System module and Global User register, Technics module
- If you need stock levels to be updated from Bar Tabs entered by a particular waiter, enter that waiter's Signature here.
- Machine
- Paste Special
Local Machines setting, Point of Sales/Restaurant/Technics module
- If you need to update stock levels from Bar Tabs entered on a particular till or device, enter its Local Machine Code here. Otherwise, leave the field empty to update stock levels from all Bar Tabs.
- From Location
- Paste Special
Locations setting, Stock module
- If you need stock levels to be updated from Bar Tabs with a particular Location, enter that Location here.
- Although not visible in the interface, each Bar Tab will be assigned to a Location, chosen as follows:
- It will be taken from the Person record for the current user ('Sales' card). In a restaurant environment, it may not be necessary to specify Locations in the Person records for the waiters and bar staff.
- It will be taken from the Default Location field in the Local Machine setting, which is specific to the till or device. In a restaurant environment, this Location may represent the branch in which the till or device is situated.
- OK Stock Depreciations
- Select this option if you would like the Stock Depreciation records created by the function to be marked as OK.
- If you use this option, if there is insufficient stock in the relevant Location and if you are using the Do Not Allow Over Delivery option in the Stock Settings setting, the new Stock Depreciations will not be marked as OK, to prevent stock levels becoming negative.
When the 'Specify Update Stock' window is complete, click or tap the [Run] button to activate the function.
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