Stock Levels (inventory)

Where: Inventory > Stock Levels
Who can use it: Permission inventory.view or manage inventory.
Open this page in SureTill

Stock Levels is the stock ledger of your branch. Every change to a stock item, whether it is a sale, a delivery, a count or a loss, is written as a row in a history. The number you see is always the last balance of that history.

How stock changes (the ledger)

• Every change goes through one routine that locks the item, updates the balance and writes the history row together. The history row always shows the balance before and after.
• Sales are taken from stock when the line is sent to the kitchen (KDS) or when its kitchen ticket prints. At payment a safety net deducts any line that was missed. Each line is deducted only once, even if the order is sent again.
• If a dish quantity is changed after it was sent, only the difference moves. If an item is removed, what the ledger took out is put back.
• Void or cancel before the food was made: the stock goes back. Cancel an order with the waste option and the food was made: stock stays out and a costed wastage record is written.
• A refund that returns the goods to the shelf puts back a share of what the line took out, never more than the line took.
• Uber Eats orders are deducted when they arrive in the POS.
• Sales are allowed to push a balance below zero. A negative balance means you sold more than you booked in. It is shown in red with a NEGATIVE badge and raises a critical alert. Book the delivery or do a stock count to fix it.
• Reversals use the history, not the current recipe. If you change a recipe later, old orders still return exactly what they took.

Wastage: the window that opens.

The summary cards

Card	What it counts
Total SKUs	The number of stock items loaded on the page (up to 200).
Low Stock	Items above zero that are at or below their Min Level.
Out of Stock	Items at exactly zero.
Expiring Soon	Batches with an expiry date within the next 30 days.
Total Value	Stock on hand times cost per unit, added up.

Stock Items tab

Search by name or SKU. The Usage buttons (Today, This Week, This Month, Work Period, All Time) set the period for the Used / Left column. Today is the default. With Work Period you pick a shift from the list.

Column	What it shows
Item	Name and SKU.
Stock Level	Balance with the unit, the Max Level if set, and a bar.
Min Level	The alert level.
Cost	Cost per unit.
Value	Balance times cost.
Used / Left	For the period: how much went out (with sold and waste split), how much came in, adjustments, and the balance left now.
Status	Healthy, Low Stock (at or below Min Level, which includes negative balances) or Out of Stock (exactly zero).
Features	BATCH, EXPIRY and AUTO badges for items that have those options on.
Actions	Adjust, History and Edit.

Step by step: add a stock item

1. Click New Item.
2. Type the Item Name, SKU, Unit of Measure (for example kg, pcs or litres) and Cost Per Unit.
3. Type Current Stock. This becomes the opening balance, and the history starts with an Opening entry.
4. Type Min Level (Alert) and Max Level.
5. Click Create Item.

New Item: the window that opens.

Step by step: edit a stock item

1. Click the pencil on the row.
2. Change the name, SKU, cost, Min Level, Reorder Point, Max Level or the three switches (Batch Tracking, Expiry Tracking, Auto-Reorder Alerts), and click Update Item.
3. If you change the Unit, the balance and the levels are converted to the new unit when the two units are compatible (kg to g multiplies by 1000). The history gets a zero-effect Unit change entry. Weight to volume is refused.

Tip

Current Stock is the opening balance of a new item. On an existing item it is shown but cannot be edited, because every change of the balance must be written to the stock history. To change the balance later, use Adjust.

Step by step: adjust or count stock

1. Click Adjust on the row.
2. Choose the type. Add puts the quantity in. Remove takes it out and is refused if you try to remove more than is on hand. Adjustment is a stock count: the balance becomes the number you type.
3. Type the Quantity in the item unit as a positive number. For Add and Remove it is the amount to put in or take out, and it cannot be zero. For Adjustment it is the counted balance and it cannot be negative.
4. Type a Reason and click Apply.

Step by step: read the history of an item

1. Click History on the row.
2. Choose This Week (default), Today, This Month, Work Period or All.
3. Read OPEN, IN, OUT and CLOSE at the top, then the rows.

Column	Meaning
Type	in, out, adjustment, transfer or waste.
Ref	Where it came from: Sale, Qty change, Void/restock, Purchase, Transfer, Wastage, Opening, Adjust, Unit change or Batch.
Qty	Signed amount: plus is in, minus is out.
Balance After	The balance after this row. Red when it is below zero.
Reason	For a sale it names the order number and the dish.
By	The user who caused it.
Date & Time	When it happened.

The window shows up to 150 rows for the period.

Batches tab

A batch is one delivery with its own cost and expiry date. Adding a batch also adds the quantity to the item balance and updates the average cost.

1. Click Add Batch.
2. Pick the Stock Item and type the Batch Number, Quantity and Cost Per Unit.
3. Pick the Received Date and, if it expires, the Expiry Date.
4. Click Create Batch.

The table shows Batch #, Item, Quantity left over the original quantity, Cost/Unit, Received, Expires (red when passed, highlighted inside 7 days) and Status (active, expired).

Alerts tab

Shows the stock alerts. You can Acknowledge or Resolve each one. The Stock Alerts article explains every alert type.

Wastage tab

Wastage is stock you lost: expired, damaged, spoiled, stolen or other. A record does not change the balance until a manager approves it.

1. Click Record Wastage.
2. Pick the Stock Item, type the Quantity Wasted and pick the Reason: Expired, Damaged, Spoiled, Theft/Shrinkage or Other. Add Notes.
3. Click Record Wastage. The record shows as Pending.
4. Click Approve to take the quantity out of stock and write a Wastage row in the history. Click Reject to delete the record with no change to stock.

Value Lost is the quantity times the cost per unit at the time you recorded it.

Recipes tab

A read-only view of your recipes with the first five ingredients each. Edit recipes in Catalog > Recipes.

Valuation tab

Valuation: the window that opens.

Choose the method: average, fifo or lifo. Total Value and Total Items appear in cards. Average uses the stock on hand times the average cost. FIFO and LIFO add up the quantity left in each active batch times that batch cost, so items without batches count as zero with those two methods. Items at or below zero stock are not included.

The table lists each item with its quantity, unit cost and Total Value, biggest value first.

Every setting explained

Setting	What it does
Item Name	The name of the ingredient or product.
SKU	Your stock code.
Unit of Measure	kg, pcs, litres and so on. Recipes convert into this unit.
Cost Per Unit	Used for Value, margins and wastage value. Receiving a batch or purchase order recalculates it as a weighted average.
Current Stock	Opening balance of a new item. Read only on an existing item: use Adjust.
Min Level (Alert)	At or below this number the item is Low Stock and a low-stock alert is raised.
Reorder Point	The level that raises a reorder alert when auto-reorder is on for the item.
Max Level	Shown next to the balance and used as a safety ceiling for recipe deductions.
Batch Tracking (FIFO/LIFO)	When on for an item, sales also reduce the oldest batches first.
Expiry Tracking	Watches batch expiry dates.
Auto-Reorder Alerts	Raises a reorder alert at the reorder point.
Adjustment Type	Add, Remove or Adjustment (count).
Quantity, Reason	The amount in the item unit, and why. Up to 500 characters.
Usage period	Today, This Week, This Month, Work Period, All Time for the Used / Left column.
History period	Today, This Week, This Month, Work Period, All for the history window.
Batch fields	Stock Item, Batch Number, Quantity, Cost Per Unit, Received Date, Expiry Date (optional).
Wastage fields	Stock Item, Quantity Wasted, Reason, Notes.
Valuation method	average, fifo or lifo.

Related articles

• Recipes and stock deduction
• Stock Alerts
• Purchase Orders (Procurement)
• Warehouse
• Kitchen Requisitions