Inventory & Cost Control
Follow stock from purchase to consumption.
Staycore connects purchasing, receiving, internal stock movements, wastage, and recipe costing. Hotel stores, restaurant kitchens, and bars can review how stock entered the business, where it moved, and how recorded consumption compares with sales.
Records that explain a balance
Know why stock changed.
Purchasing and receiving
Purchase orders capture what is ordered. Goods receiving records what arrives, while supplier invoice matching supports review of what is billed. Keeping those steps distinct helps the team investigate a delivery shortage before accepting an invoice as correct.
Movements and exceptions
Stock requests, transfers, wastage, and adjustments describe different events. The inventory ledger retains movement history. Use a stated wastage reason for spoilage or breakage so a stock correction does not conceal the operational cause.
Build a complete stock workflow.
- Prepare the records. Agree item names, measurement units, supplier details, storage locations, and opening counts. Define recipes for menu items whose expected consumption you want to compare.
- Order and receive. Create the purchase order, record the delivery, and match the supplier invoice where required. Resolve quantity differences with the receiving and purchasing teams.
- Move and consume. Record internal stock requests and transfers. Connect recipes to menu items so sales have a meaningful expected stock cost.
- Count and investigate. Compare physical counts with the records. Review missing transfers, portion changes, wastage, and entry errors before making a documented adjustment.
The inventory, procurement, and stock guide describes the supported workflows.
Illustrative stock reconciliation
Explain a kitchen variance before correcting it.
Suppose a kitchen starts with 10 kg of rice and receives another 5 kg. It sells 40 portions whose recipe uses 0.2 kg each, and records 0.5 kg of wastage. This is a teaching example, not a customer result.
Expected closing stock: 10 + 5 − (40 × 0.2) − 0.5 = 6.5 kg.
If the physical count is 6 kg, investigate the 0.5 kg difference. Check recipe quantities, unrecorded transfers, portion sizes, and count accuracy. The difference identifies a question to resolve; it does not establish theft.
Recipe costing depends on current recipes and consistent units. A correct ledger cannot compensate for stock movements that staff never record.
Separate operational responsibilities.
Staycore has permission areas for purchasing, receiving, invoice matching, wastage, and recipe management. Assign these deliberately: the person receiving a delivery may not be the person reviewing its invoice or authorizing a correction. Confirm your roles and review process during setup instead of giving every outlet user broad administrative access.
Use the roles and permissions guide to plan responsibilities and property access.
Connect stock review with the daily close.
Menu costing connects sales to expected consumption. The F&B back office also includes receipt reconciliation and day-close workflows. Review stock differences alongside outlet trading records so managers can distinguish a recipe problem from a sales or settlement exception.
Read F&B finance and costing for the surrounding process.
Bring one stock item to your demo.
Ask to follow a purchase through receiving, a kitchen transfer, recipe consumption, and wastage. Then inspect the movement history and verify which staff roles can perform each step.