Recipes and Purchasing Formats are an extremely useful tool and is an extension of the Inventory add-on.
Ultimately, these tools can be used to control and influence your stock levels. Say for example having a Wine Glass deduct a fraction of stock from it's parent Wine Bottle product, or have a Hamburger deduct stock from ingredient products (Hamburger Buns, Meat, Lettuce, etc).
It can also be used to convert how you purchase items into your own stock count base. So for example you count your soft drink stock by can, but you can only order them in cartons of 24. So if you send a purchase order of 10 cartons to your supplier, when you receive that purchase order you can have Kounta add 240 cans of stock.
These tools are useful for any Kounta customer that needs to track their inventory but have their stock count deducted when selling other products, or customers who order in bulk but count individually (or vice versa)
- Food Trucks
- Small Cafes
- Market Stores
- Pop Up Stores
- Increases accuracy of stock counts
- Can simplify your purchase order process when used properly
- Help calculate costs for products that use 'ingredients' (such as a Burger)
- Component products can only work with decimals (i.e 30ml from 300ml = 0.10)
- Needs stringent use of Purchase Order system to work properly.
To Access Recipes, you will first need to enable the Inventory Add-On.
- Select a Site
- Go to Add Ons
- Select Inventory
- Tap Enable
Recipes and Component Products
Recipes refers to having a product that uses the stock count of another product. There are two major factors. Is the product bought, or is it made here?
The next factor is, how do you want the stock to be tracked.
This example will operate on the idea we purchase a keg of beer, and sell three different sized beverages using this keg of beer. The stock take system will count the stock of "Beer" based on Kegs.
Items that are Purchased
First, we start by making our "main" product which will be counted in our stock take. This will be called Beer (Keg).
Complete the needed details then click 'Save and edit product'
Next, once in the Product Info page, click Accounting.
We don't actually *sell* the Keg of beer, so set this appropriately.
Note: Cost price will always refer to the individual "unit" price of the product. If you buy in packs of 24, you will need this price to be whatever you pay for that pack divided by 24.
An update is coming soon where you will be able to enter pack pricing.
Next we take a look at the 'Inventory' tab.
By default, the purchasing format is set to "I buy this item" and "individually" -- this works for us so we will leave it there. (An explanation of these options are available further down).
Items that are Made Here
So, next up is our Beer Pint. To simplify the process, we're using a 500mL pint.
First, we make the product Beer (Pint).
We don't "buy" these Pints of beer (we make them here), we do sell them, in this case we don't keep them in stock either (we make them as needed, and we don't count them in stocktake) so set as appropriately.
I Buy This Item : This item can be entered into a purchase order
I Sell This Item : This product will appear in POS
I Stock This Item : This product will exist in stock counts and on stocktake sheets.
So, once we have that done, let's go into the Inventory settings.
This is where the magic happens for recipes.
In this case, we need each Pint of beer to subtract 500mL of stock from the 50L Keg.
First, set the product to be 'Made Here' - you will then see the component screen.
Click 'Add Component' and choose our 'Beer (Keg)' product.
We then need to enter how much the stock of Beer (Keg) should decrease by every time we sell a pint.
This needs to be a decimal value. So 500ml is 2% of 50L so the appropriate stock adjustment will be .02 of Beer (Keg).
That's all there is to it!
After some other examples? Let's say we were doing ingredients for a Chicken Burger:
We will use one Chicken Patty to make the burger, so we select the Chicken Patty as the Component and 1 as the Quantity.
Whole Lettuce (Purchased Individually)
We will use two lettuce leaves to make the burger, so we select the Whole Lettuce as the Component and (24g/500g = 0.048 ) as the Quantity.
Jar of Mayonnaise (500g)
We will use two tablespoons (28.6g) of Mayonnaise to make the burger, so we select the Jar of Mayonnaise as the Component and (28.6/500 = 0.0572 ) as the Quantity.
What will happen is every time you sell a Chicken Burger, each of the above components will have their stock reduced by that exact amount.
|Stock Before Sale||Stock After Sale|
|Jar of Mayonnaise||10||9.943*|
* - Kounta will only handle up to 3 decimals so will round the figure.
Purchasing Formats & Quantities
When you are buying and selling products you often buy in multiples and sell individually. an example of this is buying Hot Dog buns.
Generally, your supplier will only sell them in packs of 12. But when you count your stock you count each bun.
Kounta can be configured so that when you order (for example) 2 packs of hot dog buns, it will receipt 24 of them into your stock.
First create your Hot Dog Buns with the relevant details:
Once the product is created, click the cog wheel icon next to it so you can go into the Product Information Screen.
Under 'Inventory' we can choose how this product is ordered. Earlier in this page we went through having a product being 'Made Here' and adding components. For this example, leave it as 'Purchased' -- but we purchase them in lots of 12 (because each pack we order has 12 buns).
(Boxes, Cartons, etc -- doesn't matter -- that's down to personal preference).
Chicken Patties (12 Pack in a box)
You would select Purchased in a Box and your quantity would be the amount of 12 Pack's that you have.
Whole Lettuce (Purchased Individually)
You would select Purchased in Individually.
Can of Cola (24 Pack in a Carton)
You would select Purchased in a Carton of 24
So, what do these settings actually do?
Well, when you create a purchase order (full steps covered in this guide) it converts the figure that you enter in your purchase order to send to the supplier, into the counting style that you use.
So in the case of our chicken patties, we're ordering 5 packs from our supplier - but we want it entering into stock as 60 patties.
By defining that each of these units is ordered in a pack of 12, we add 12 of that stock to our count for each pack we receive.
Selling, Inventory & Cost calculation.
When you sell at item with Inventory Recipe components (Chicken Burger (w/ basket of fries)). Kounta does a few things.
- Kounta uses your recipes to deduct that inventory component from the parent item you specified in the recipe.
- Kounta finds the cost or average cost of each component of the recipe, Kounta then sums all those costs together to get the cost price of the sale.
The 'average cost price' will be used when available for any report that provides a profit figure (such as Sales By reports) and will also appear in the Product information tab as below:
We hope this covers all you need to know to get started with recipes and purchasing formats, reach out to our Support Team if you have any further questions.