Inventory

Inventory tracks every consumable the hotel holds, kitchen ingredients, bar stock, linen, cleaning supplies, spare parts, stationery, grouped by department and category. Each item carries a quantity on hand, a unit and a reorder level. When the quantity falls to the reorder level the item turns amber; at zero it turns red, and the people who restock get a notification.

Inventory sits under the Payments permission module, so the Restaurant Manager, Accountant and managers work here; a Receptionist can look but not order. Kitchen sales reach stock automatically: when a POS ticket closes, the ingredients linked to each menu item are deducted.

Two extra cards appear when they have something to say: an amber banner , “N items need attention across all departments”: with a Reorder all button, and a Pending purchase orders card listing orders that are still on order, each with a Receive stock button. Selecting the Kitchen department also shows how many perishable ingredients have tracked expiry dates.

1. 1
   Open the dialog

   Click Purchase order in the page head (all low/empty items ticked), Reorder all on the amber banner, Reorder on one row, or Order N on a supplier.
2. 2
   Tick the items to reorder

   The “New purchase order, Restock items below their reorder level” dialog lists only items that are low or out of stock, each with its department tag and current quantity. Untick anything you do not want yet. If nothing is short you see “No items need reordering”.
3. 3
   Choose Supplier and Deliver to

   Supplier defaults to Auto (from items), the first ticked item’s supplier is used. Deliver to offers Main Store, Kitchen Store or Bar Store. Expected date is optional.
4. 4
   Click Create order (N)

   The order is created straight into On order with a PO-… code; the toast reads “PO-12 created (3 items)”. It appears in Pending purchase orders and on the supplier’s drawer.

1. 1
   Find the order

   Stock tab → Pending purchase orders card, or Suppliers tab → open the supplier → Recent purchase orders.
2. 2
   Click Receive stock (or Receive in the drawer)

   Every line that still has quantity outstanding is received in full. Each item’s quantity on hand goes up and a stock movement with reason receive and the PO code is written.
3. 3
   The order becomes Received

   Toast: “PO-12 received into stock”. The KPI tiles, department badges and status badges refresh immediately.

The Suppliers tab opens with four tiles, Suppliers (active ones; the tile notes how many are inactive), Need an order (suppliers with at least one low or empty item), Open purchase orders and Items they cover: department chips, a Show inactive chip, the Add supplier button (Payments Edit), and a filter bar (“Search supplier, contact, category, item…” plus an Attention dropdown: Any status / Needs an order / Open purchase order / Inactive).

• Table columns: Supplier (with the contact name or “2 open POs” underneath), Category badge, Contact (phone and email are tap-to-call / mail-to links), Departments, Items (the number of connections), Stock (“3 out”, “2 low”, In stock, or a dash when the supplier is not primary for anything), Last order (or Never), and an Order N button when something is short.
• Inactive suppliers are hidden by default. Turn on Show inactive (or pick Inactive in the Attention dropdown) to list them; they carry an Inactive badge and no Order button.
• Supplier drawer: click a row. The header shows the name with an Active / Inactive badge and the category; the sub-line lists its departments (or “No stock items linked”). Inside: Contact, Phone, Email, Website, Payment terms and Lead time cards, Address and Notes when set, Linked items / Preferred / Need reorder counters, Recent purchase orders (up to eight, newest first, each with a status badge and a Receive button while open) and the Connections table. The footer offers Close and Order N items.
• Connections: one row per item the supplier can deliver, with the supplier's SKU, the last quoted unit cost, the lead time in days, the item's stock and status, and a Preferred badge where this supplier is the item's primary source. An item can be connected to several suppliers but has at most one preferred.

1. 1
   Add supplier

   Click Add supplier above the filter bar. Name is required (2 to 80 characters); Category, Contact name, Phone, Email, Website, Address, Payment terms (type or pick a preset such as Net 30), Lead time in days (0 to 365) and Notes are optional. Save supplier creates it and opens its drawer.
2. 2
   Edit the profile

   Open the supplier and click Edit. The same form updates any field; clearing a field removes the value.
3. 3
   Manage items

   In the drawer, click Manage items. Every stock item is listed by department with a search box; tick an item to connect it and fill in Supplier SKU, Unit cost (whole currency units) and Lead time (days). Tick Preferred supplier to make this supplier the item’s primary source, which is what Order N and Auto (from items) use on purchase orders. Unticking an item removes the connection. The footer counts “14 items linked, 9 preferred”; Save connections replaces the supplier’s list.
4. 4
   Deactivate or reactivate

   Deactivate (with a confirmation) hides the supplier from the directory and from the Supplier dropdown on new purchase orders. Its profile, connections and order history are kept, and Reactivate restores it.

• In stock: quantity above the reorder level. Low stock: at or below it. Out of stock: zero. The Level bar shows quantity against roughly one-and-a-half times the reorder level.
• Movements are written for every change: receive (from a PO, referenced by its code), consume (a closed POS ticket) and adjust. The adjust movement is exposed by the API (PATCH /inventory/items/:id/adjust, Payments Edit) but there is no adjust button on this screen yet. There is no movement history screen either.
• Low-stock notifications fire the moment a movement takes an item from above its reorder level to at or below it: “Tomatoes low stock, 4 kg remaining (reorder at 5)” or “Tomatoes out of stock, Reorder level reached. Create purchase order.” in the Operations category, linking to this page.
• POS recipes: each menu item may list the stock items and quantities it uses. When a ticket closes, those quantities are deducted (never below zero). If there is not enough on hand the sale still goes through and a “Stock short: …” notification asks the kitchen to count and adjust. Recipes are set per menu item through the menu API; there is no recipe editor screen in this version.
• Expiry: an item with an expiry date shows “Expires 2026-09-30” under its name, and the Perishable / tracked expiry tile counts items that carry a date. Nothing is auto-removed on expiry; the date is a reminder for the kitchen.

• View: summary, item list, suppliers and purchase orders.
• Edit: Purchase order, Reorder, Reorder all, Order N, Receive stock / Receive, and stock adjustments via the API. Menu-item recipes also need Payments Edit.
• Full: nothing extra on this screen.

Reorder level

The quantity at which an item is flagged Low stock and included in Reorder all.

PO

Purchase order, a list of items and quantities requested from a supplier, coded PO-…

Stock movement

One dated change to an item’s quantity with a reason: receive, consume or adjust.

Recipe

The stock items and quantities a menu item consumes when its ticket closes.

Connection

A supplier-to-item link with the supplier’s SKU, last quoted unit cost and lead time.

Preferred supplier

The one connection per item that makes that supplier the item’s primary source on purchase orders.