Shop stock: deliveries, stock takes and margin

Choosing what to count. On the Shop page an owner or leader ticks Count stock against the items worth counting — firewood, gas, sweets — and gives each a reorder level. Kit hire and damage charges are never counted. An item starts at nought on the shelf: record a delivery or do a stock take to put the real number in.

The Stock page (from the Shop page) shows what the books say is on the shelf. Everything that changes it is kept with a date and a reason:

• Goods in — type it as the invoice has it: 3 boxes of 24 at £12 a box goes on the shelf as 72 at 50p each.
• Sales — the till takes them off as you sell, and removing a mistaken sale puts them back. If the books say there are none left, the till warns but still sells: the bag is on the counter whatever the books say.
• Stock takes — count what’s there and type it in, saving as you go. Finishing sets every counted item to its count; anything left blank is untouched. One stock take at a time.
• Write-offs — out of date, broken, eaten. Always with a reason.

Running low. Anything at or below its reorder level is listed at the top of the Shop page and the Stock page. There are no emails about it.

Cost and margin (for whoever can see money). Each delivery’s cost is averaged in with what’s already on the shelf, and each sale is costed at the average when it was sold — so a new delivery never changes last month’s margin. The Stock page shows each item’s average cost, what the shelf is worth, and for any month: how many sold, the takings, the cost, the margin, and what write-offs and stock takes lost or found. Anything sold before its first delivery was recorded has no cost and is flagged.

Anybody who can sell can record deliveries, stock takes and write-offs.