Keep track of your stock

Conciar keeps count of the products, ingredients and supplies you track. Sales take stock off automatically, and the Stock page shows everything in one list.

Start tracking an item

Only items you track are counted. Everything else is treated as unlimited.

• Shop products: open the product and use its Inventory tab. See Products.
• Ingredients: open the ingredient and switch on Track stock. See Menu.
• Supplies (or ingredients) that you don't sell yourself, such as shampoo, cleaning products or packaging:
  1. In my.conciar.com, go to Inventory → Stock.
  2. Click New supply (restaurants see New ingredient).
  3. Enter a Name and choose how it's Counted in: Pieces, Grams or Millilitres.
  4. Optionally add a SKU, Barcode, cost, In stock now, Low stock at and Where it is.
  5. Click Add.

Quantities are whole numbers: 1500 g, not 1.5 kg.

What takes stock off

Where you sell	When stock goes down
Shop till	When the sale is paid.
Webshop	Reserved when the order is placed, taken off when it's paid. If there isn't enough, the order isn't placed.
Restaurant till	When you add the dish to the order. Removing it from the order puts the ingredients back.
QR ordering at a table	When the guest places the order.
Self-order kiosk and online pickup orders	When the order is paid.

Restaurant dishes take off the ingredients in their recipe, adjusted for anything the guest added or removed.

When you refund a shop product, it goes back into stock. Refunding a restaurant dish doesn't put its ingredients back; correct them with Adjust stock if needed.

If a sales channel is linked to a warehouse, its sales take stock from that warehouse first. See Locations and transfers.

When stock runs out

• On the shop till, a product with nothing available shows Sold out and can't be added.
• In your webshop, a customer can't order more than you have.
• A restaurant dish doesn't stop selling when an ingredient reaches 0. Mark the dish out of stock yourself. See Menu.

Check your stock

In my.conciar.com, go to Inventory → Stock.

At the top you see the number of Items, how many are Low or Out of stock, and the Stock value. Click Low or Out of stock to show only those items.

Use the tabs to switch between kinds of items, such as Ingredients or Supplies, Products and Variants. Search by name, SKU or barcode, or filter by status or location.

Column	Meaning
A column per location	How much is at that location.
Unassigned	Stock that isn't at any location, for example stock on its way in a transfer.
On hand	Everything you have.
Available	On hand minus what's reserved for open webshop orders.
Low at	The low-stock level you set.
Value	On hand × the item's cost price. Empty when the item has no cost price.

Status	Meaning
In stock	Above its low-stock level, or no level set.
Low	At or below its low-stock level.
Out	Nothing on hand.

Correct the stock of an item

1. In Inventory → Stock, click the pencil next to the item.
2. Choose the Location, choose Add or Remove, and enter the Amount.
3. Pick a Reason: Correction, Waste or Opening stock. Add a note if you like.
4. Click Save.

In the same window you can change Low stock at and click its own Save. Leave it empty to remove the level.

To count a lot of items at once, use a stocktake.

See the history of an item

Click the clock next to an item. You see every change: sales, refunds, corrections, deliveries, counts and transfers, with the date, location, who did it and the balance afterwards.

Export your stock

• Export CSV downloads the list as you've filtered it.
• Movements CSV downloads every stock change between two dates, for up to a year. Under Only you can pick one kind of change.

Get a message when stock runs low

Conciar sends you one message with the items that went low, through the chat you use with your Conciar assistant (for example WhatsApp).

1. In my.conciar.com, go to Settings → AI Concierge.
2. On the General tab, find Stock alerts.
3. Switch Low-stock alerts on or off. Restaurants can also switch Low stock in the morning brief on or off.

You need the admin or manager role to change these switches.

How it works:

• Messages are only sent between 08:00 and 21:00. An item that goes low at night is in the first message of the morning.
• An item is only in a message once. It comes back only after you've restocked it above its low-stock level and it drops again.
• If you've never sent your assistant a message, the alerts have nowhere to go. Send it one message from your own account first.

Delivery platform orders

Orders from delivery platforms take stock only for items Conciar can link to your own dishes or products. Items with the same name as on your menu link by themselves.

To link the rest:

1. In my.conciar.com, go to Inventory → Delivery items.
2. Under Not linked yet, find the delivery item and click Link.
3. Choose your own item.

You need the admin or manager role. A link applies to new orders only. Store orders take stock from the product, not from a variant.

Common problems

An item isn't on the Stock page. It isn't tracked. Turn on tracking for it first.

The stock went below zero. A sale was made while the count showed nothing left, for example a restaurant dish or a sale at the till. Do a correction or a stocktake.

I didn't get a low-stock message. Check that the item has a Low stock at level, that Low-stock alerts is on, and that you've sent your assistant a message before. Messages wait until 08:00.

A delivery order didn't take stock. The item isn't linked. Link it under Inventory → Delivery items. Orders that came in before you linked it aren't changed.