Why Accuracy Matters
The information entered here - prices, quantities, and item details - flows through to
Purchase Orders, Invoices, Stocktakes, Recipes, and more. If you notice a recipe or
report showing inaccurate figures, incorrectly entered measurements at this stage are
very often the cause.
Therefore setting the Unit of Measurement, Amount, and Packaging Type to match the
Suppliers Code correctly is essential.
Your Amount and Unit of Measurement should align with your Cost.
Think of your data entry as a simple sentence:
- I get 12 (Amount) Litres (Unit) for $45.11 (Cost).
- I get 24 (Amount) Bottles Each (Unit) for $50.94 (Cost).
With these three data points, the system can automatically calculate the exact cost of a single litre or a single bottle.
Your Packaging Type should match how your Supplier actually provides the stock, as
this is what appears on their Purchase Order. It’s descriptive and helpful for both
ordering and stocktaking but it isn't used for calculations.
For example, a Box of Pineapple Juice containing 12 litres for $45.11, or a Case of 24 bottles (each) for $50.94.
From the above, your Supplier only sees the Supplier Code, Description, and Packaging
Type on their Purchase Order. For example:
The "Each" Pitfall
The unit "Each" is the system default for units of measurement, but it should only be used for items sold or used in their entirety.
- If you can sell part of it and have some left (like a bottle of spirits), or if you have to cut it in the kitchen (like a block of cheese), it is not an "Each."
- Good Use of Each: A bottle of beer or a pre-packaged snack.
- Bad Use of Each: A 5kg block of cheddar or a 700ml bottle of Gin.
Adding and Linking Stock Items
Once your line item has its Amount, Unit, Packaging and Category input correctly, you
now have the following options:
| Icon | Function | Description |
 |
No Link | Allows you to link the stock item to a Base Product. |
 |
Link to an existing item | If the system has incorrectly read an uploaded invoice, you can link the item to the correct existing product. For items without a Supplier Code to match against, please confirm the received item is the same as an existing product before linking. |
 |
Add | This is a new item and clicking this will add it to the database. Check those units/quantities are correct before clicking! |
 |
Allocate | Add to another Outlet’s database |
After this is done for all your new items - you’re free to move on back to Receiving
Orders!
For a detailed look into Stock Entry and Measurement Guidelines, please click here!