Stock, goods receipt and stocktake

In the inventory area of mnjam.mnjam you keep stock per storage location, book goods receipts, count stocktakes and keep order lists per department and location.

Sign up for free, core features stay free. Inventory itself is part of the Premium plan. You can read the comparison on plans.

AI-generated

What you do in inventory

You work in separate areas. Stock shows the quantity per item and storage location, also for a past day, and marks negative quantities and quantities below the minimum stock. Goods receipt records a delivery and only changes the stock when it is closed. Movements book withdrawals, transfers and losses. The stocktake counts per storage location on a count date. Documents record each booking. You make corrections through them. Master data holds items, the inventory suppliers, the storage locations and the minimum stock levels.

The order list is what a department at a location needs. Members of the department add entries. The head of department confirms. This does not change the stock.

Each of these steps needs its own permission, for all locations or for one. Without the permission you do not see other people's figures, but a note that the main account can grant the permission. The plan alone does not set these permissions.

How it works in the app

Location and storage location

You create a location in the company account. Staff management and temperature checks use the same list. Inventory reads it too.

You create a storage location in master data, or you use an existing active area of the location. Without an active storage location you cannot book goods receipts, stocktakes or opening stock. A transfer needs two active storage locations at the same location. This step does not mix storage locations of another location.

Item, packaging, supplier, minimum stock

You create an item with a name, item type and storage unit. The item type is food, beverage or non-food. It is not a department. Items are not filtered by department. Kitchen, service and bar are departments of the company account and carry the order list, not the item type.

The storage unit is the unit of the stock. A packaging level contains a quantity of a smaller unit and converts into the storage unit. Inventory does not accept a level that cannot be converted unambiguously.

Inventory suppliers belong to the company, with an optional customer number and with the items you keep with them. Goods receipt suggests their order packaging as the unit. The purchase prices for the portion calculation stay in costing. An inventory supplier does not set a portion price.

You set the minimum stock per item at the location, in the storage unit. If you leave the field empty, there is no minimum stock. The stock page shows the shortfall and the missing quantity. The minimum stock does not create a requirement and does not book anything.

Opening stock

You book the opening stock once per item and storage location, before there are any bookings there. Each line names item, quantity and storage location. You can add a batch. Anyone allowed to view stock values at this location can enter a net price in euros. This value stays on the document. It does not update the purchase prices in costing.

If there are already bookings for the item at this storage location, the page rejects the opening stock. After that you use the stocktake or a correction document.

Goods receipt

You choose the location and create a delivery: supplier, optionally the delivery note number, optionally the arrival time. Without an arrival time, the current time applies. A time in the future is not accepted. Without an active supplier, the page does not create a delivery.

The delivery stays open until you close it. You record each line separately, with item, quantity and storage location. You can add a batch and a date. The type of date is best before or use by. Repeating the same request does not book the line twice. The stock only changes when you close the delivery. Before that, you can take back an accepted line or reject the whole delivery. Reasons for rejection are quality, temperature, damaged packaging, wrong delivery, expired or other. Cancelling a delivery that is still open has no effect on the stock. After closing, the delivery is read-only. Corrections go through the documents.

Reading the stock

You filter by location, storage location, item type and search. A date shows the stock up to the end of that day in the location's time zone. Two switches narrow the view to negative lines and to lines below the minimum stock. The figures next to it apply per location: loss documents, corrections, closed stocktakes, booked deliveries, rejected deliveries and the number of items below the minimum stock.

A line is the quantity of one item at one storage location. Negative quantities are marked. Inventory does not reject a booking because of this. In this version, withdrawals and stocktakes book without a batch. Quantity not assigned to a batch is shown separately. What counts is the total per storage location and item.

Withdrawal, transfer, loss

Under movements you book three types at the selected location, with the permission for withdrawal, transfer and loss.

A withdrawal takes quantity from a storage location, in this version without a batch. The stock changes when you book it. After that, a correction goes through the document.

A transfer moves quantity between two different active storage locations at the same location. The page first shows the stock on both sides. A location with only one storage location cannot transfer.

A loss needs a reason from the list: spoiled, expired, breakage or damaged, sorted out or disposed of, contaminated, preparation error, other loss. There is no free text reason.

Stocktake

A stocktake belongs to one storage location. Several storage locations with the same count date are listed together and remain separate stocktakes. You can leave the count date empty, then now applies. The last 24 hours are allowed. Only one stocktake can be open per storage location.

Whoever counts sees the count sheet without the book stock. Several parts of a count are added up in the storage unit. Several counts of the same item add up. You correct your own count explicitly. A quantity of zero removes it. Whoever leads the stocktake sees book stock and variance on the same sheet.

Before closing, the lead checks whether an open delivery with an accepted line up to the count date is still running into this storage location. As long as that is the case, the page names these deliveries and does not close.

When closing, you decide what applies to items that were not counted. There is no preset choice. One choice keeps the book stock. The other sets the items not counted to zero. The variances are booked on the count date. After that, the stocktake is read-only, and bookings in this storage location up to the count date are locked.

You can cancel the stocktake. Then nothing is booked. The counts stay as a record. Counts that mix the same item partly with a batch and partly without a batch must be corrected before closing.

Documents

Every booking that takes effect has a document. The types you create yourself here are goods receipt, opening stock, withdrawal, transfer, loss, correction and stocktake adjustment. A correction names a reason: entry error, wrong item, wrong quantity, wrong storage location, booked twice or other. You do not correct a booking that has already been corrected again. You record it anew.

Order list

There is one list per department and location. Members of the department add entries without a separate permission. The head confirms. View access without confirming is for people who should see all lists and confirm nothing, such as the office or purchasing.

You write an entry as an item with a unit or as free text without an item, with a quantity, optionally with a note and with a date by which the quantity is needed. The list shows open entries, confirmed entries and completed entries from the last 30 days. A list can refuse new entries.

If there is no list, the setup is usually missing. The department must be active at the location, and the people must be assigned to it in staff management. You create departments in the company account.

Who sees what

In inventory, mnjam.mnjam has no built-in roles called head chef or shift lead. There is the main account and separate permissions. The names below are one possible split, not a rule.

The owner is the main account. The owner grants the permissions, including to themselves. Without their own permission, the owner does not see the stock.

The permissions, each for all locations or for one:

• Maintain master data
• View stock
• View stock values
• Book goods receipt
• Book withdrawal, transfer and loss
• Book opening stock and corrections
• Count stocktake
• Lead stocktake

As an example, not as a rule: the head of kitchen maintains master data, sees the stock, books goods receipts, leads the stocktake and confirms the kitchen's order list at their location. The shift lead counts, books withdrawals and losses and sees the stock, without master data and without stock values. Service staff add entries to their department's list.

Who it suits

In a restaurant, one location and a few storage locations are enough, such as walk-in cold room, dry store and bar. Kitchen and bar keep separate order lists. The stocktake counts per storage location. You close an open delivery into the same storage location before closing the stocktake.

In a hotel, main kitchen and banqueting are two locations in the same company account. A transfer stays within one location. You set permissions per location, so the banqueting manager does not see the main kitchen's stock unless you release it.

In catering, the vehicle is only a second storage location if it is an area of the same location. Then loading is a transfer. If the vehicle is a location of its own, you withdraw at the business and book it in again at the other location. Inventory does not turn both into a single step.

Canteen and bar use the same areas. In a canteen, the stock on a given date helps when two shifts use the same storage location. At the bar, the item type is beverage, and a loss with the reason breakage is a normal document.

How it connects

You maintain purchase prices, purchase items and yield in costing. That is where the cost per portion, the selling price based on target food cost and contribution margin I are calculated. Saved versions and the PDF output are there too. Inventory does not read these prices and does not write them back.

A recipe converts quantities to a number of portions. It does not book a stock withdrawal. You take the step from costing into stock yourself, through a withdrawal or through the stocktake adjustment.

Locations, departments and invitations are in the company account. Which person sees the rota, tasks or temperature checks, you set in each area. The combined view per person is in staff management.

More: recipe management, staff management, rota and time tracking, temperature checks, task planning, all features, plans.

Plan

Inventory with stock, goods receipt, stocktake and order list is included in the Premium plan. It is not included in the free account or in the Standard plan.

Locations and the company account are part of Standard and Premium. All your company's locations run in one company account, with no extra charge per location. The plan depends on the number of active staff.

Prices and seats are on the plans page. You book after signing up, in the app under Profile, Plan.

What this feature does not do

A price on a goods receipt or opening stock document does not update costing. A recipe does not book a stock withdrawal. The minimum stock does not create an order. Confirming a list entry does not change the stock.

Inventory does not book from one location to another in one step. It does not set items that were not counted to zero on its own. You choose that when closing. It does not prevent negative quantities, it marks them.

There is no sending to suppliers. The order list collects and confirms requirements.

First steps

1. Sign up for free, core features stay free.
2. Choose the plan in the app under Profile, Plan. Inventory is part of Premium. Read plans.
3. Create a location and leave it active.
4. As the main account, give yourself the permissions you need.
5. Create storage locations and items. Packaging levels only where you count in packaging.
6. Book the opening stock before there are other bookings.
7. Activate departments at the location and assign people, then use the order list.
8. Practise the first stocktake at one storage location and choose the rule for items not counted yourself when closing.

Questions

Frequently asked questions

Does every person see the stock?

No. Stock is visible to whoever has the permission for it at the location or for all locations. Without this permission, the page refers to the main account.

When does goods receipt change the stock?

Only when you close the delivery. Until then you can take back a line, reject the delivery or cancel it without effect.

Why can the stocktake not be closed?

Often there is still an open delivery with an accepted line into this storage location, with an arrival up to the count date. It must also be decided what happens to items that were not counted. An item must not be counted mixed with and without a batch.

Can I choose any count date in the past?

No. The count date is within the last 24 hours, or you leave it empty, then now applies. You can read an older stock level on the stock page as a view. That is not a stocktake.

Does the order list change the stock?

No. Adding and confirming entries is a requirement. The stock changes through goods receipt, opening stock, withdrawal, transfer, loss, correction or stocktake adjustment.

Does goods receipt write the purchase price into costing?

No. A price on the line is only visible if you are allowed to view stock values, and it stays on the document. You maintain the purchase prices for the portion calculation in costing.

Does each location cost extra?

No. All your company's locations run in one company account, with no extra charge per location. The plan depends on the number of active staff. Inventory stays Premium, even at one location.

Do I need inventory to do costing?

No. Cost per portion, selling price based on target food cost and contribution margin I are in costing.

Glossary

Storage unit. The unit in which the stock of an item is kept.

Storage location. An area of a location that inventory uses for stock, goods receipt and stocktake.

Count date. The time of a stocktake. Empty means now. The last 24 hours are allowed. One stocktake per storage location.

Order list. Requirements per department and location. Not a stock withdrawal.

Document. The recorded booking. A correction names a reason and goes through the document.