Inventory

Accurate inventory monitoring is essential to the success of your hospitality business. It not only saves costs, but also meets customer expectations and improves the overall efficiency of your business.

Inventory lists in Horeko
All Inventory lists can be found via Procurement ⇾ Inventory. All available inventory lists can be found here and are listed in order of Update date, from new to old. 

You can use the different columns to filter. For instance, you can filter by location, status or by counted value.

Creating inventory lists in Horeko
To create inventory lists in Horeko, follow these steps:

1. Go to Procurement ⇾ Inventory ⇾ click +New.
2. Enter a name and possibly a description.
3. Indicate the date and by whom the count was carried out.
4. If you have multiple locations, select the relevant location.
5. Select the status of the list:
   

   • Draft.

     A draft inventory list is the first step in your inventory management. It can be an empty list with a name or a more detailed list with categories, ingredients, but what has not (yet) been used for counting your inventory. 

   • In progress.

     An "In progress" status means that the inventory list contains main and/or subcategories and ingredients (with or without quantities). This status indicates that employees should start counting inventory or are already counting.

   • Count locked.

     "Count locked" indicates that a user has completed an inventory list and added all required quantities. The user can notify their supervisor, who can then lock the inventory list to prevent unauthorised changes.

     A specific right is required to change this status, which can be set via rights management. This allows authorised users to view the list but not change any data, information or quantities without resetting the status to "In progress".

   • Completed.

     "Completed" indicates that the inventory list has been thoroughly checked and confirmed, and no further actions are required. In this status, users without appropriate permissions cannot make changes to the inventory list.

6. Adjust the Purchase price date if necessary

   Here you have two options:Live prices or Historical prices.

   • "Live prices" are the current prices of the ingredients that apply. Every time an ingredient is added, imported or if the price changes, the price in the inventory list is updated.

   • "Historical prices" can be used to keep prices from a specific date. For example, if an inventory list for the month of December has not yet been updated to 'Count Locked' or 'Completed' status, but will not be updated until January due to busy times, it can be specified that December prices should be used. In that case, ingredient prices will not be updated.

Add categories and subcategories:

1. Double-click 'Add new category' to create categories.
2. Insert the category name, e.g. Refrigerators, Freezers and Storage.
3. If necessary, add one or more subcategories, e.g. for different refrigerators.
   

👍Do you want to change the order? Just drag the main categories in the order you want. You can also change the order of the subcategories within the category. This also applies to the ingredients and subrecipes in the list.

Filling your inventory list
Once you have created categories, you can start adding ingredients and subrecipes in 2 ways.

1. Click Add new item and enter a name or article number. Once you have found the ingredient or half-product, click it and it will be added. You can also use the arrows and enter button on your keyboard.
   

2. Click on Add Item(s). 

   You will then be shown the entire list of Ingredients and Subrecipes. You can filter here by supplier, brand, category, etc. By selecting the (sub)category first, you can immediately put items in the right place, but you can also drag them into the right category later.

   1. You can use the arrows in the middle to move items to or from the inventory list.

   2. You can also double-click on the items you want to move to your inventory list.

   3. By using the Shift key, you can select multiple items. To do this, hold Shift, click the top item and then the last item. (Note that it is not possible to select 30+ items at once).

      The items are selected when they are greyed out, now click the right arrow to move the items.

Once your list is complete, you can adjust the quantities. 

You can enter the quantity per ingredient or subrecipes by double-clicking the 0.00 in the appropriate column (per content, per item, per package). Under content, you can see how the ingredient is delivered. 

Example 1 - Chicken Shoarma, contents 10x1000 grams
Per package: 1 package is the entire content, i.e. 10x1000 grams
Per item: 1 item is 1 x 1000 grams
Per content: Here you can fill in the number of kilos

Example 2 - Crate of beer, contents 24x330 millilitres
Per package: 1 package is the entire contents, i.e. 24x330 millilitres
Per item: 1 item is 1 x 330 millilitres (1 bottle)
Per content: you can enter the number of litres here

When you're done, click Save.

👉Tip: To ensure your work is not lost, we recommend saving the inventory list from time to time (while creating or filling it).

After saving, you can also see totals of the inventory, i.e. total kilos, litres, pieces and total value (€). If you click Export, you can export the list to Excel or PDF. Then make sure any categories you want to export are unchecked.

You can reuse an inventory list by duplicating it. In the overview of inventory lists, right-click the inventory list ⇾ Choose Duplicate ⇾ Choose Duplicate excluding quantities or including quantities.

😎 Handy-Dandy! 'Full screen' option & fill in offline
As many customers use an iPad or tablet to fill in the inventory counts, it is possible to set the menu where you fill in the numbers to 'Full screen':

Since it may happen that there is no internet in the warehouse and/or refrigeration, it is possible to fill in the numbers offline and store them online.