Stock items
Add the things your store keeps, and set how many to keep, when to reorder, the supplier, the cost and the guest price.
Each thing you keep in the store is an item: bath towels, soap, water bottles, light bulbs and so on.
Adding an item
Open Inventory
Go to Inventory in the menu and click Add item.
Name and kind
Type the Name, for example "Bath towel", and choose its Kind. The kind decides who is told when it runs low.
How it's counted
Fill in Counted in: pcs, bottles, litres and so on.
Levels
Set Keep (par level), the number you want on the shelf. Optionally set Reorder at, a lower number.
Cost and supplier
Fill in Cost each and the Supplier.
What's on the shelf now
Type how many you have in On the shelf now. This is recorded as a count in the item's history. Click Add item.
The fields explained
| Field | What it does |
|---|---|
| Name | Must be unique. "Bath Towels" and "bath towel" count as the same item |
| Kind | Linen, Guest amenities, Minibar, Cleaning, Maintenance, Kitchen, Office or Other |
| Counted in | The unit, such as pcs, bottles or litres |
| Keep (par level) | How many to keep. An order brings the item back up to this |
| Reorder at | Optional. The item is low at or below this number. Leave empty and it's low below par |
| Cost each | Updated by every delivery you receive |
| Guest price | Minibar items only: what a guest pays for one. Empty means not charged |
| Supplier | Orders are drafted one per supplier |
The reorder level must be below the par level. An item with neither a par level nor a reorder level is never low.
Which kind to choose
The kind decides which supervisor hears about low stock:
| Kind | Low-stock alert goes to |
|---|---|
| Linen, Guest amenities, Minibar, Cleaning | Housekeeping supervisor and the GM |
| Maintenance | Maintenance lead and the GM |
| Office | Front desk manager and the GM |
| Kitchen, Other | The GM |
See Low-stock alerts.
Minibar items
For each drink or snack in your minibars, add an item with the kind Minibar and set a Guest price. Its stock counts what is in the store and in the rooms. When housekeeping reports one taken, the guest is charged that price and the stock goes down. See Supplies and minibar.
Only owners and admins can set the guest price, because it's a price your guests pay.
The items list
The list shows each item's On hand, Keep, Status and what is Coming on orders. Status can be:
- Low: at or below the reorder level (or below par);
- Out: none left;
- Not kept: taken off the list.
The top of the page shows how many items you keep, how many are low or out, and the value of your stock.
Use Record to change the stock, Edit to change the item, and the history button to see every change. See Using and counting stock.
Taking an item off the list
Click Edit and untick Still kept. The item keeps its history and can be put back later. While it's off the list, its stock can't be changed. To see them, click the link under the list, such as Show 2 items no longer kept.
Who can do this
Adding and changing items needs an Owner or Admin login (the "Buy stock" permission). Anyone signed in can see the stock. See Roles and permissions.
Still need help?