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Overview
:::info The Calculation & Inventory Management module requires the Recipes module to be active. :::
The Calculation & Inventory Management module connects purchasing, recipe costing, and stock control into a single closed loop. Suppliers and goods are stored centrally; recipes pull goods by quantity to produce an exact cost-per-portion and a recommended selling price; semi-finished goods can be nested inside other recipes; and every POS article linked to a recipe gets its purchase cost, pre-filled selling price, allergen data, and cost-centre split populated automatically. The inventory layer adds multi-location stocktaking, mobile barcode scanning, FIFO batch management, and a target-vs-actual shrinkage report that cross-references theoretical consumption from POS sales against real stock movements.
Core Calculation & Inventory Features
Feature | Description |
Supplier management | Central directory of suppliers linked to the goods they supply |
Goods master data | Per-good record with purchase price, packaging unit, recipe unit, quantity per pack, cost centre, allergens, shrinkage factor, and seasonal availability |
Price history | Full purchase-price timeline per good and supplier — tracks inflation and seasonal price swings over time |
Recipe costing | Recipes built from goods with quantities; automatic cost-per-portion and recommended selling-price calculation |
Semi-finished goods (sub-recipes) | A recipe can be declared a semi-finished good, generating a new recipe unit for use in other recipes and calculations |
Allergen propagation | Allergens flow from goods → recipes → POS articles automatically |
POS article auto-population | Linked POS articles receive purchase cost, pre-filled selling price (overridable), and cost-centre split from the recipe |
Inventory management | Multi-location stocktaking with goods-value reporting, FIFO batch tracking, and mobile barcode scanning |
Target-vs-actual / shrinkage report | Theoretical consumption from POS sales reconciled against actual stock movements — surfaces loss and theft |
What-if pricing simulation | Shows the impact of a purchase-price change on margin before any selling price is adjusted — no automatic price changes, recommendations only |
Reporting | Food-cost development, inventory-value history, ABC analysis, and cost-centre goods-usage vs. revenue |
Supplier & Goods Management
Suppliers
A central supplier directory links each supplier to the goods sourced from them. Multiple suppliers per good are supported, enabling price comparisons and seasonal sourcing.
Goods Master Data
Each good stores:
Title and internal identifier
Supplier link and purchase price
Packaging unit (e.g. crate of 6, 10 kg bag)
Recipe unit (e.g. litre, gram, piece) and quantity of recipe units per packaging unit
Shrinkage / trim-loss factor — adjusts the real recipe-unit cost upward to account for preparation losses (e.g. vegetable trimming, butchering yield)
Cost centre assignment — drives automatic cost-centre splits on recipes and POS articles
Allergens — propagated automatically through linked recipes to POS articles
Seasonal availability window and optional substitute good linkage (e.g. asparagus March–June, substitute configured)
Multiple Packaging Units
More than one packaging unit per good can be configured (e.g. single bottle and a case of 12), allowing flexible purchasing depending on order size without creating duplicate goods records.
Price History
Every purchase-price change is versioned against the good and supplier with a timestamp. The price timeline is visible at a glance — relevant for inflation tracking, seasonal price negotiations, and consistent historical reporting.
Recipe Costing
Recipe Structure
A recipe references one or more goods by quantity. The system calculates:
Total purchase cost of all ingredients at current prices
Cost per portion based on configured yield
Recommended selling price — derived from a configurable calculation factor (food-cost percentage or margin multiplier, configurable per category and cost centre)
Semi-Finished Goods (Sub-Recipes)
A recipe can be declared a semi-finished good (e.g. a stock, a sauce base, a pre-mixed cocktail batch). This generates a new recipe unit for the semi-finished good which can then be referenced as an ingredient in other recipes and calculations — enabling multi-level nesting.
Quantity Scaling
Recipes are defined for a base yield (e.g. 4 portions). The system scales ingredient quantities automatically to any target yield — useful for event catering, large-format production, and staff meal planning.
Preparation Instructions
Beyond pure costing, each recipe optionally carries step-by-step preparation instructions and photos — making the same record usable by kitchen staff without duplicating content elsewhere.
Recipe Versioning
Price changes to ingredients do not retroactively alter historical recipe calculations or past reports. Each calculation snapshot is versioned, preserving reporting consistency even when ingredient costs fluctuate.
Pricing & Selling Price Calculation
Calculation Factors
Recommended selling prices are derived from configurable factors that can differ per category or cost centre — drink margins are typically set differently from food margins. Supported factor types include food-cost percentage targets and multipliers.
Target Food-Cost Warnings
A target food-cost percentage can be configured per category (e.g. starters: 25 %). If a recipe exceeds the target, a warning is raised before the article is published — no silent margin erosion.
Psychological Price Rounding
Recommended prices can be automatically rounded to psychologically effective endings (e.g. to .90 or .50) — configurable per tenant.
What-If Simulation
Before adjusting any selling price, the system simulates the impact of a purchase-price change: margin delta, cost-per-portion change, and the resulting recommended price adjustment are all displayed. No prices are changed automatically — the simulation is advisory only.
POS Article Integration
When a POS article is linked to a recipe:
Purchase cost is populated automatically from the recipe's cost-per-portion
Selling price is pre-filled from the recommended calculation — manually overridable per article
Allergens are inherited from the recipe's goods
Cost-centre split is calculated automatically based on the cost-centre assignments of the goods in the recipe — revenue from POS sales is distributed across cost centres in the same proportions
Inventory Management
Multi-Location Stocktaking
Stock can be counted separately per location (e.g. main storage, kitchen, bar), each with its own cost centre. Goods-value and usage reports are available per location or aggregated across all locations.
Mobile Inventory Entry
Stocktaking is supported via a dedicated servEase Inventory app on tablets and Go-series devices — goods are scanned via barcode, quantities entered on-screen, eliminating paper-based count sheets.
Recurring Inventory Cycles
Inventory cycles (weekly, monthly, or custom) are configured once and automatically recur with reminders sent to the responsible manager.
Batch Management & FIFO
Sensitive goods can be tracked with best-before dates and batch identifiers. Inventory valuation follows the FIFO (first-in, first-out) principle — older batches are consumed first in both the physical workflow and the system's calculations.
Goods Value Reporting
Each completed inventory produces a snapshot of total stock value and per-location breakdown — visible in the Reporting area.
Target-vs-Actual Reconciliation & Shrinkage Report
The system compares theoretical consumption (derived from POS sales × recipe quantities) against the actual stock decrease recorded in inventory. The delta surfaces:
Unaccounted loss (spoilage, waste, over-portioning)
Potential theft or unregistered consumption
This report is available per period, per location, and per cost centre.
Reporting & Analysis
Food-Cost Development Over Time
Actual food cost derived from POS sales and inventory movements is tracked against the configured target food cost per category — trend visible over any selected period.
Inventory Value & Capital Tied Up
Stock-value snapshots across inventory cycles show the development of capital tied up in inventory — useful for cash-flow management and purchasing decisions.
ABC Analysis
Goods are ranked by their share of total purchase volume — A-goods (few items, high spend) surface the ingredients where price negotiation and tight stock control have the highest impact.
Goods Usage vs. Revenue per Cost Centre
For each cost centre, total goods usage (purchase cost) is compared against the revenue generated by that cost centre in the same period — providing a per-cost-centre food-cost view directly tied to actual POS revenue.
Dashboard Metrics
The Calculation & Inventory Management module provides continuously updated key metrics:
Current total inventory value across all locations
Actual food cost vs. target food cost per category
Top goods by purchase volume (ABC overview)
Goods-usage cost vs. revenue per cost centre
Open shrinkage delta from the last completed inventory cycle
:::danger Pricing
DO NOT QUOTE FROM THIS PAGE Quotable pricing information can be found only at Pricing & Packages :::
:::info Known Issues