Issue stock to a department

Who this is for: Storekeeper, Manager, Owner — the screen requires inventory.consumption.write. Where: Inventory → Consumption

Issuing stock is how goods leave a store on their way to being used. It is the moment a bag of coffee stops being an asset and becomes a cost, and it is the only routine way stock goes down.

Every issue does three things: it takes the quantity out of the store, values it at the store's weighted-average cost, and books that value to the ledger as cost of goods sold.

Issue stock by item#

1. Select Issue stock.
2. Pick the Store the goods come out of.
3. Type the Department they are going to — Kitchen, Housekeeping, Bar.
4. Leave the mode on By item.
5. Pick the Item and type the quantity, in base units.
6. Select Add item for each further line.
7. Select Issue stock.

The issue lists with its department and the cost that left the store.

Departments are free text, typed each time. They are a label on the issue, not a record you set up — which means Kitchen and kitchen are two different labels on the list, so agree the spelling with whoever else issues stock.

Issue stock by recipe#

1. Select Issue stock.
2. Pick the Store and type the Department.
3. Select By recipe.
4. Pick the Recipe.
5. Set × multiple — how many times the recipe was made.
6. Select Issue stock.

The recipe is expanded to its ingredients and each is multiplied: a recipe of 18 g coffee and 200 ml milk issued ×20 takes 360 g and 4,000 ml out of the store.

Twenty lattes, in one action. × multiple is how many times the recipe was made, not how many of any ingredient.

What the twenty lattes cost the house: 360 g of coffee at US$0.03 and 4,000 ml of milk at US$0.01. That figure is now cost of goods sold in the ledger.

This is the one place today where a dish sold at an outlet turns back into stock. Point of Sale does not deplete a store when a check is settled, so a kitchen that wants its coffee to be counted issues by recipe at the end of service, for the number of covers it sold.

What an issue costs#

The store's weighted-average cost at the moment you press the button — value on hand divided by quantity on hand — multiplied by the quantity issued.

Because the average is preserved by construction, taking stock out never changes the unit cost of what is left. Only receiving and posting a count move it.

The total is booked to the ledger as 5100 Cost of Goods Sold against 1300 Inventory, with the memo Inventory consumption (COGS). You can read it in the ledger beside the folio entries, and it is dated the property's current business date.

An issue of stock that costs nothing — an item you hold none of, issued with the override below — books nothing. There is no zero-value entry in the journal.

Issuing more than you have#

By default an issue that would take a store below zero is refused: not enough stock on hand; pass allowNegative to override. Nothing is taken and nothing is booked.

Tick Allow the store to go negative to override it. The stock goes negative and the issue is recorded.

小心

Negative stock is a broken record, not a supported state. An item at −40 g has no meaningful weighted-average cost, so the issue that took it under is costed against whatever value remained — usually far too little — and every recipe using that item reprices itself from a nonsense number until the store is corrected.

Use the override when the goods genuinely left and the paperwork is behind: the delivery is on the loading dock unreceived, or a count is due. Then fix the store the same day, by receiving the delivery or posting a count.

What the list shows, and what it does not#

The list is the last 200 issues, newest first, with the department and the total cost.

It does not show the store, the date, the lines, or who made the issue — those are recorded, but this screen does not display them. Two issues to the same department on the same day are two identical-looking rows. If you need to trace one, the valuation report shows the effect on stock, and the ledger entry carries the amount and the date.

There is no way to reverse an issue. Stock issued in error is corrected by counting the store and posting the variance.

What's next#

• Recipes — what makes issuing by recipe possible
• Stock counts — where consumption is checked against reality
• The ledger — the COGS entry an issue posts