Store inventory
A store inventory is one store's running count of the ingredients it carries. Every item starts life in the master inventory — the store picks up the ones it stocks and keeps its own quantity for each. Two stores can hold very different amounts of the same ingredient; what they share is the master definition.
This page is a map of the screen itself. The how-to pages cover the actions you take here: set up your inventory, stocktake, log waste.
Open it from Inventory, then pick a store. (Staff land on their own store's inventory directly — see What staff see below.)
The screen
One row per ingredient the store carries, sorted by name. The header carries two actions, and each row reports the store's count and its last stocktake.
12345671 View Logs — opens the all-items movement log for this store: every sale, restock, waste, and stocktake reset in time order. See History & logs. Hidden while offline.
2 Add from Master Inventory — registers more master items to this store. See Set up your inventory. Owners and managers only.
3 Name — the ingredient, taken from the master. A coloured dot may sit before it, and a Not counted badge after it — see Stock signals below.
4 Expected Stock — what BuddyStall thinks is on the shelf right now: the last verified count, moved by every sale, restock, and waste since. The count is never edited directly — it responds to those events. It turns amber or red as stock runs low (Stock signals).
5 Unit — how the item is counted (pcs, kg, L, …). A smaller line beneath shows the content per unit for packaged items (for example 500 ml / bottle).
6 Last Report — when the item was last verified and the count then. A first count reads Opening; later ones show the Diff against what was expected — green for a surplus, red for a shortfall.
7 Actions — each row carries up to five buttons, from left to right:
- View History (clipboard icon) — opens this item's full stocktake history: every past report with its expected, verified, and difference. A small red dot on the icon flags a recent large variance worth a look. See How to stocktake.
- Verify — opens the stocktake dialog to submit a physical count. The number you enter becomes the new baseline, and Expected Stock resets to match. See How to stocktake.
- Log Waste (minus-circle icon) — records spoilage or a spill: stock drops and the value lands in expenses. See Logging waste.
- Transfer (arrows icon) — moves stock from this store to another of your stores. It appears only when you have a second store to send to, for owners and managers. The quantity leaves here and arrives there in one step.
- Delete (trash icon) — un-registers the item from this store. It removes the store's count, not the master item — the ingredient stays in the catalog and other stores keep theirs. Owners and managers only.
Before the first count
Items you have just brought in with Add from Master Inventory land on this screen at a stock of zero — registering an item only puts its name on the list, it does not take a count. Until you declare a starting balance, each such row is flagged so you can tell at a glance which items are still being set up:
- An amber Not counted badge sits after the item name.
- Expected Stock reads 0.
- The row's report action reads Set opening stock instead of Verify.
A Not counted item is on the store's list but not yet tracking a real count. Clicking Set opening stock runs its first inventory check — you enter how much is physically on hand, and that becomes the baseline every later stocktake is measured against. Receiving the item's first stock through an order or expense establishes the baseline too, clearing the badge automatically.
The full walkthrough — registering items from the master and setting their opening stock — is on Set up your inventory.
What staff see
Staff open Inventory in the portal and land straight on their store's list — no store picker. Their view is deliberately trimmed: Expected Stock and Last Report are gone, along with the low-stock dots, so staff count what is physically on the shelf rather than reading off a figure to match. The Not counted badge and the History discrepancy dot still show.
Staff keep View History, Verify, and (while the register is open) Log Waste. They do not get Transfer, Delete, or Add from Master Inventory — those stay with owners and managers on the Admin dashboard.