Skip to content
v26.3

Stock at the Register

For whom: counter and kitchen staff · Where: Register → tile Stock

Four steps are all the counter needs: check what is on hand — request replenishment — book breakage — confirm delivered goods.

Which tiles an employee sees depends on their permissions:

Tile Requires the permission
Stock level View stock
Request and Goods receipt Bookings/requests
Breakage / loss Record waste and own consumption (or Bookings/requests, which includes it)

Anyone who has only the permission See availability only sees no stock tile, but does see "Sold out" and the remaining quantity on the register's article tiles.

The “Stock” tile is missing?

The Stock menu item appears at the register only if three things come together: Stock management is switched on, the stock module is licensed, and the logged-in employee has at least the permission View stock or Record waste and own consumption. The boss assigns the permissions under Admin → Staff → Permissions, section Stock (Setting up stock, step 5; all permissions: Permissions in Merchandise Management).

At the top of the stock page it shows which stock you are currently working with: "Stock: Counter Bar". If it says "No stock location is assigned to this workplace — the main stock is used.", this register books directly from the main stock.

Viewing stock levels

Stock → Stock level

Shows the current stock level of your own stock ("Current stock level of the stock location …"). Use the search field "Search articles..." to find an article; articles below the minimum quantity or in the negative are marked and carry the suffix "Min 6".

A red minus is not an error

Sales are never blocked, not even at a level of 0. A minus means: more was sold than was booked in. Report it to the office staff — it gets straightened out by the delayed goods receipt or at the stocktake.

Requesting replenishment

Stock → Request

  1. The list is already pre-filled with all articles below the minimum stock.
  2. Adjust quantities with + and −; add further articles via "Add article (name, number, barcode)...".
  3. "Send request".

Afterwards "Request sent — the main stock has been notified." appears.

Request automatically

If the switch Stock: auto requests is on (see Setting up stock), DiKAS checks every five minutes and creates a request to the main stock by itself as soon as a counter stock falls below the minimum stock. All you then have to do is accept the goods. This applies only to stocks with min/target rules of their own, not to the main stock itself.

If it says "Request not possible — this workplace already uses the main stock.", there is nothing to request: this register books directly from the main stock.

Booking breakage, expiry and own consumption

Stock → Breakage / loss — article, quantity, reason, book:

  1. Search for the article (name, number or barcode) and tap it.
  2. Set the quantity.
  3. Tap the reason: Breakage, Best-before date expired, Own consumption, Staff consumption or Other. Without a reason, booking is not possible.
  4. Book.

The confirmation reads "Loss booked — the stock level has been reduced."; below it, it states what was deducted ("Deducted: …"). Booking is made at the workstation's stock.

Dishes: the ingredients are deducted

For dishes and recipes (for example staff meals), the ingredients are deducted, not the dish itself.

Better to book than to leave it out

Every booked bottle appears in the stock report under its reason. Breakage that is not booked shows up there as unexplained shrinkage — and then it gets argued about.

Devices with a serial number

If an article tracks serial numbers, the register sale follows the individual devices: with every sale, the oldest device in stock is automatically assigned to the customer, and a void brings back the one delivered last. The sale never fails because of this. If there are not enough free devices in stock, the sale goes through anyway; quantity and device list then differ from each other and are cleared up in the Devices tab. If a device could not be updated after the sale, the case is listed under Catching up missing deductions. A free quantity booking is not possible for such articles: book receipts via the goods receipt with serial numbers, and handle everything else in the Devices tab (Serial numbers).

Void and stock

If an already booked article is voided, the selected void reason decides what happens to the goods. Under Admin → Settings → Cancellation reasons, each reason carries one of two settings in the Goods column:

Setting Effect
back to stock The goods are undamaged and sellable again (booking error)
Loss (shrinkage) The goods are gone (breakage, spoilage) — they are booked back and immediately written off with a reason

Net, the stock level does not change in the second case, but the loss appears in the report with its reason instead of silently disappearing. The suggestions are "Booking error", "Entered incorrectly", "Guest cancelled" and "Test booking" (back to stock) as well as "Complaint/quality", "Preparation error" and "Breakage/loss" (loss); you can change them for each reason.

Accepting delivered goods

Stock → Goods receipt

The open requests of this stock are listed here (with the number of open ones on the tile). As soon as the goods have actually arrived at the counter:

  1. Tap the request.
  2. "Goods received — book".

Only this tap transfers the stock from the main stock to your stock. The confirmation reads "Goods receipt booked — the stock level has been updated."

Only book once the goods are there

Between "requested" and "booked" lies the trip from the cellar to the counter. If you book in advance, the stock shows at the counter, but the crates are still downstairs.

In the main stock: processing the requests

Admin → Stock → Requests tab — here the stock staff see all open requests:

Status Meaning Next step
Requested The counter has reported what it needs Click "Pick"
In delivery The goods are assembled and on their way The counter books them on arrival
To be booked The booking is prepared but not yet executed Book
Started The booking was started and is not yet fully confirmed Continue the same operation with Book; do not create a new request
Booked The stock level has been transferred done

"Book" also transfers the stock directly from this list. "Reset" puts a request that was picked by mistake back to Requested; "Delete" (with a confirmation prompt) removes a request that has not yet moved anything — Started operations cannot be deleted. With "New request", the office can also create a request for a counter — choose the target stock (system stocks are not available for selection); DiKAS proposes the lines from the min/target rules.

Entries for goods receipts, returns and productions that come from a purchase order or from Produce carry a link to their purchase order or to the Produce tab instead of the buttons. Deductions after a sale are not listed here: they appear under Bookings → Open deductions (Catching up missing deductions).

When a booking is interrupted

A transfer has a withdrawal and a receipt. Example: you move a bottle from the main stock to the bar. If the connection drops during booking, the withdrawal may already be saved while the receipt is still missing. An error message therefore does not automatically mean that nothing happened.

In Admin → Stock → Inventory, transfers, losses and corrections retain the operation already created after being created. Quantity, destination and reason stay fixed until completion. With Confirm, you continue that same operation. DiKAS applies the missing stock sides; a withdrawal that has already been saved is not deducted again.

If you have closed or reloaded the page, open Admin → Stock → Requests. Find the existing operation by article, quantity, route and time. The status Started identifies an operation that has begun but is not yet complete. Choose Book there. Started operations cannot be deleted or reset because stock may already have changed. The Overview also points to this ("Stock booking started, not finished"); it is a hint, not proof of a booking — the booking journal and the request list are authoritative.

Do not create a second request for the same goods movement. If the operation cannot be found or the error comes from an older program version, check the movements and report article, stock, quantity and time to support. A stocktake correction before clarification can hide the cause.

This continuation applies to stock bookings. For an interrupted supplier delivery, additionally check the purchase order, previous partial deliveries and, where applicable, serial numbers. A new partial delivery is a new business transaction; it must not be confused with retrying a failed delivery.

Practical example: Friday evening at the bar

9:30 pm, the bar is running out of Aperol Spritz.

  1. Stock → Stock level: Aperol is at 1 bottle, red with "Min 2".
  2. Stock → Request: The list already shows Aperol with the quantity up to target. Raise Prosecco to 12, Send request.
  3. The colleague in the cellar sees the request, clicks Pick and brings the crate.
  4. Stock → Goods receipt: tap the request, Goods received — book. The stock level is correct.
  5. A bottle falls over while being stocked: Stock → Breakage / loss → Aperol → 1 → Breakage → Book.

Total time: under a minute — and the monthly report knows in the end where the bottle went.

When something does not work

Message What to do
"No permission for the stock functions. Please ask your administrator for the stock right." The boss assigns the permission under Admin → Staff → Permissions.
"No stock location is assigned to this workplace — the main stock is used." Just a note. If the counter should have a stock of its own, it is assigned under Settings → Workstations.
"Request not possible — this workplace already uses the main stock." This register books directly from the main stock; it does not need to request anything.
"No lines — all stock levels are above the minimum. Add articles via the search." Nothing is below the minimum. Add whatever you need anyway via search.
"No open requests for this stock location." Nothing is on its way.
"The loss could not be booked" Check the stock level and the existing operation. Continue a started operation instead of creating the same movement again; see the section on the interrupted booking.
"The booking was created but could not be processed" The operation already exists. Do not book again, but look under Requests or Bookings and continue.
"The goods receipt could not be booked" Open the request again and repeat Goods received — book; what has already been transferred is not booked twice.
"The shared stock lock is currently unreachable" With several servers, the shared lock is briefly unreachable. Nothing was booked. Repeat the same operation a little later.
"Another stock operation is still active" Another stock booking is running right now. Wait briefly and repeat the same operation.
Stock and Sold out indicators are missing on the article tiles The logged-in employee lacks the permission See availability only (or a higher stock permission), or stock management is switched off.

Next step