Inventory overview

Who this is for: Storekeeper, Manager, Owner — the section opens on inventory.catalog.read. Where: Inventory

Front Desk and Point of Sale earn the money. Inventory is where it is spent — on the coffee, the linen and the cleaning chemicals a property consumes to trade, and on the paperwork that turns each delivery into a bill you can pay and a cost you can measure.

The section is built around one chain, and everything else hangs off it:

purchase order → receiving → invoice match → payable

Each link is a separate screen with a separate permission, because in a real back office each one is a separate person's job: somebody orders, somebody counts what arrived, somebody checks the invoice against both. The chain is drawn once here; each page below covers its own step.

Nine screens and one number. Everything down the left feeds the report on the right, and the Reconciled badge is the section checking its own arithmetic.

หมายเหตุ

This section uses the default terminology. Your house may have renamed these terms under Settings → Terminology.

What the chain does at each step#

Step	Screen	What changes	Permission
Order	Purchase Orders	Nothing but the order itself — and it must be approved before it can leave the building	inventory.po.write, inventory.po.approve
Receive	Receiving	Stock goes up, at the price on the order; the movement ledger gets a row	inventory.receipt.write
Match	Invoices	The supplier's invoice is checked against what arrived, and any difference is made explicit	inventory.invoice.match
Pay	Accounting → Payables	An approved bill is waiting for you there, raised by the match	backoffice.ap.approve

The last row is the handoff: matching an invoice does not just tick a box here, it creates the bill in Accounting. Inventory never writes the books itself — it asks Accounting to raise the bill, and Accounting owns what that posts.

One order end to end: Approve, then the quantity that arrived, then the invoice — and the badge on the last screen is the bill now waiting in Payables. Four screens, four permissions, one piece of paper.

Everything is counted in base units#

An item is defined twice over: the unit you buy it in and the unit you use it in. Coffee arrives in 1 kg bags and is measured out in grams; a case of twelve towels is one case to a supplier and twelve towels to a housekeeper.

Nerve stores one number — the base unit — and converts on the way in. You order 10 bags, 10,000 g land in the store. Every quantity you see after receiving is in base units: recipes, issues, counts and the valuation report all speak grams, millilitres and each.

What stock is worth: weighted average#

Nerve costs stock at a weighted average, and only at a weighted average. There is no FIFO, no LIFO and no standard-cost option.

Each store × item carries two running totals — how much is on hand, and what it is worth. The unit cost is always the second divided by the first, worked out at the moment you ask:

• Receive 10 bags of coffee at US$30.00: 10,000 g worth US$300.00, so US$0.03 a gram.
• Receive 10 more at US$50.00 next month: 20,000 g worth US$800.00, so US$0.04 a gram.

Everything that takes stock out — a recipe issued to the kitchen, a count that comes up short — is valued at that number, so a cost never depends on which physical bag someone opened. See stock valuation for how it reads on the screen.

Who works here#

The default Storekeeper bundle is the day-to-day of this section: the catalog, suppliers, ordering, receiving, recipes, consumption and counts. It deliberately stops at the two gates where money is committed.

Role	Can	Cannot
Owner	Everything	—
Manager	Everything in the section, including both gates	—
Storekeeper	Catalog, suppliers, raise a purchase order, receive goods, recipes, issue stock, run counts, read the valuation	Approve a purchase order; match a supplier invoice
Accountant	Approve a purchase order, match an invoice, read the valuation	The catalog, suppliers, receiving, recipes, consumption, counts
Read-only	Read the catalog, the purchase-order list and the valuation	Any mutation
Front Desk	Nothing — Inventory is not in their menu	—

Read the two gate rows together: a Storekeeper raises the order and puts the goods away, and an Accountant decides the order was worth placing and that the invoice deserves paying. Neither can do the whole loop alone, which is the point.

Roles are configurable per organisation; the defaults are in roles and what each one can do.

What's in this section#

• Stores and items — where stock lives and what the house buys. Start here; nothing else works without it. inventory.catalog.read
• Suppliers and price lists — who you buy from, and the last price you agreed. inventory.supplier.manage
• Raise a purchase order — the order, and the approval gate on it. inventory.po.read
• Receive goods — full or partial delivery into stock. inventory.receipt.write
• Match a supplier invoice — the three-way match and the bill it raises. inventory.invoice.match
• Recipes — what a dish is made of, and what it costs today. inventory.recipe.manage
• Issue stock to a department — consumption at cost, and the COGS it books. inventory.consumption.write
• Stock counts — count, post the variance, freeze the count. inventory.count.manage
• Stock valuation — what is on hand, what it is worth, and whether it reconciles. inventory.valuation.read

There is no Inventory landing screen. Opening the group takes you to Stores & Items.

How it connects#

Accounting is where the money lands. Matching an invoice raises an approved bill in payables — approved, so the expense and the liability have already posted and only payment is left. Issuing stock and posting a count variance book cost directly: 5100 Cost of Goods Sold against 1300 Inventory, visible in the ledger as Inventory consumption (COGS), Stock count shrinkage or Stock count gain.

Point of Sale is where consumption comes from. A recipe is the bridge between a dish sold at an outlet and the grams of coffee it took. Today you issue against a recipe by hand, on consumption; the same costing runs underneath whatever depletes stock later.

Nothing here is per organisation. Stores, items, suppliers, recipes and counts all belong to one property. Two hotels in the same group keep two catalogs, and a purchase order can only be received into a store at the property it was raised for.

สำคัญ

Inventory is on by default. A new property starts with Front Desk, Reservations, Housekeeping, Accounting, Inventory and Point of Sale enabled. If the group is missing from your menu, someone has turned the app off for that property, or your role does not carry inventory.catalog.read — see why two people see different menus.