Inventory
The inventory section helps you manage ingredient stock across your restaurant. Use it to create ingredients, organize storage locations, receive vendor orders, count stock, record waste, move stock between storage units, build recipes, map vendor products, and review inventory movements.Track stock
Manage ingredient quantities across storage units and keep book stock aligned with physical stock.
Post movements
Receive orders, record waste, count stock, transfer inventory, and review ledger entries.
Connect operations
Link products, recipes, POS sales, and reorder suggestions to your ingredient inventory.
What inventory is used for
Use the inventory section when you want to:- Create and manage ingredient master data
- Track stock by storage unit
- Receive vendor orders into inventory
- Map vendor products to ingredients
- Count physical stock and post adjustments
- Record waste and reduce stock
- Move stock between storage units or company locations
- Build recipes from ingredients and sub-recipes
- Connect POS sales to stock usage
- Review detailed inventory ledger movements
- Understand unit conversions and packaging levels
- Support reorder suggestions and inventory reports
Main inventory pages
Dashboard
Review today’s inventory status, AI insights, pending transfers, reorder suggestions, and recent activity.
Ingredients
Create and manage the ingredient master list used across stock tracking, recipes, receiving, counts, waste, transfers, and reports.
Storage Units
Create and manage the physical locations where ingredient stock is stored.
Product Mapping
Map vendor products to ingredients so received orders update inventory correctly.
Recipes
Create recipes, use sub-recipes, calculate ingredient needs, and support POS stock deductions.
Receiving Orders
Receive vendor orders, confirm delivered quantities, and post mapped products into stock.
Stock Counts
Count physical inventory and let Mathership adjust book stock automatically.
Waste
Record wasted ingredients and reduce inventory stock.
Transfers
Move inventory between storage units or company locations.
Ledger
Review the movement history of ingredient stock across receipts, issues, waste, transfers, counts, and POS sales.
Unit Conversions
Understand how Mathership converts product quantities into ingredient stock units.
Inventory Alerts
Review low-stock and inventory-related alerts when available.
How inventory fits together
Inventory in Mathership is built from a few connected parts.| Area | Role |
|---|---|
| Ingredients | The items you track in inventory |
| Storage units | The physical places where ingredients are stored |
| Product mapping | The connection between vendor products and ingredients |
| Receiving orders | The process that adds delivered products to stock |
| Stock counts | The process that corrects book stock to match physical stock |
| Waste | The process that removes unusable stock |
| Transfers | The process that moves stock between locations |
| Recipes | The structure that turns dishes into ingredient usage |
| Ledger | The detailed history of every stock movement |
| Unit conversions | The logic that converts boxes, packs, bottles, kg, L, and other units |
Recommended setup order
If you are setting up inventory for the first time, use this order:Create storage units
Add the physical locations where stock is stored, such as kitchen, bar, cold room, dry storage, or freezer.
Connect POS mappings
Map POS items to ingredients or recipes so sales can reduce stock automatically.
Use counts, waste, and transfers
Keep inventory accurate with stock counts, waste postings, and storage transfers.
Dashboard
The inventory dashboard is your daily starting point. It shows:- AI Assistant panel
- Untransferred orders
- Critical stock
- Reorder suggestions
- Recent inventory activity
Open Dashboard
Review today’s inventory status, AI insights, pending transfers, reorder suggestions, and recent activity.
Ingredients
Ingredients are the foundation of inventory. Use ingredients to track stock, build recipes, receive products, post waste, count stock, transfer inventory, connect POS sales, and create reports. Examples:- Tomatoes
- Milk
- Beef
- Flour
- Wine
- Prepared sauces
Open Ingredients
Create and manage ingredient master data, base units, allergens, stock details, mappings, and reorder configurations.
Storage Units
Storage units represent the physical places where inventory is stored. Examples:- Main kitchen
- Cold room
- Dry storage
- Bar storage
- Freezer
- External warehouse
Open Storage Units
Manage inventory locations and review stock by physical storage area.
Product Mapping
Product mapping connects vendor products to internal ingredients. It tells Mathership what ingredient should be updated when a vendor product is received and how much stock one product unit creates. Example:| Vendor product | Ingredient | Result |
|---|---|---|
| Tomato box 10 kg | Tomatoes | Receiving 2 boxes adds 20 kg |
| Milk crate 12 L | Milk | Receiving 3 crates adds 36 L |
| Butter pack 250 g | Butter | Receiving 8 packs adds 2 kg |
Open Product Mapping
Connect vendor products to ingredients and conversion factors.
Receiving Orders
Receiving orders posts delivered vendor products into inventory. During receiving, you confirm:- Received quantity
- Unit cost
- Storage unit
- Product mapping
- Variance notes, if delivery differs from the order
Open Receiving Orders
Receive vendor orders and create receipt movements in inventory.
Stock Counts
Stock counts compare physical stock with book stock. When a count is posted, Mathership creates adjustment movements where counted quantity differs from current book stock. Use stock counts for:- Full inventory checks
- Spot checks
- High-value ingredient checks
- Correcting stock differences
Open Stock Counts
Count physical inventory and post adjustment ledger entries.
Waste
Waste records ingredients that are no longer available for use. Use waste for:- Spoiled ingredients
- Expired stock
- Damaged goods
- Spillage
- Staff meals
- Complimentary items
- Over-portioned ingredients
Open Waste
Record wasted ingredients and reduce inventory stock.
Transfers
Transfers move stock from one storage unit to another. A transfer creates two movement steps:| Step | Effect |
|---|---|
| Ship transfer | Stock leaves the source storage unit |
| Receive transfer | Stock arrives in the destination storage unit |
Open Transfers
Move stock between storage units or company locations.
Ledger
The inventory ledger is the full history of stock movements. It helps you understand why stock changed. Ledger entries can come from:- Receipts
- Issues
- Waste
- Transfers
- Stock count adjustments
- POS sales
Open Ledger
Review detailed movement history for ingredients and storage units.
Unit Conversions
Unit conversions help Mathership convert products and packaging into ingredient stock units. Examples:| Product unit | Ingredient stock unit |
|---|---|
| Box of tomatoes | kg |
| Crate of milk | L |
| Case of bottles | bottle or L |
| Pack of butter | kg |
Open Unit Conversions
Understand how Mathership converts product quantities into ingredient stock units.
Common workflows
Set up inventory from scratch
- Create storage units
- Create ingredients
- Add product mappings
- Receive the first vendor orders
- Review the ledger and inventory report
- Add recipes and POS mappings if needed
- Set reorder configurations for important ingredients
Receive a delivery into inventory
- Open the sent order
- Start receiving
- Map unmapped products if needed
- Confirm received quantities
- Select the storage unit
- Post the receipt
- Review the ledger if needed
Correct stock after a physical count
- Open the storage unit
- Start a stock count
- Add ingredients and counted quantities
- Review variances
- Post the count
- Review adjustment entries in the ledger
Move stock between locations
- Open the source storage unit
- Start a transfer
- Select the destination
- Add ingredients and quantities
- Ship the transfer
- Receive it at the destination
Investigate wrong stock
- Open the ingredient
- Review stock by storage unit
- Open the ledger for the affected storage unit
- Check receipts, issues, waste, transfers, and adjustments
- Correct mappings, counts, or postings if needed
Best practices
Use clear ingredient names
Clean ingredient names make recipes, mappings, counts, reports, and searches easier.
Choose stable base units
Pick units that make sense long term, such as kg for solids, L for liquids, and piece for countable items.
Set up storage units carefully
Match storage units to real physical locations so stock movements are easy to audit.
Map products before receiving
Product mappings make receiving accurate and keep stock, costs, reports, and reorder suggestions useful.
Review variances
Check differences during receiving and stock counts before posting movements.
Use waste for true waste only
Use waste for unusable stock, not for sales, transfers, or count corrections.
Check the ledger often
The ledger is the best place to understand why stock changed.
Review reports regularly
Use the Inventory Report to find high waste, unusual movement, missing costs, and stock issues.
Common problems
Stock quantity looks wrong
Stock quantity looks wrong
Open the ingredient, choose the affected storage unit, and review the ledger.Check receipts, waste, transfers, stock counts, and POS-related issues.
Received products did not update stock
Received products did not update stock
Check that the vendor product is mapped to an ingredient, the received quantity is greater than zero, and the correct storage unit was selected.
Inventory value looks wrong
Inventory value looks wrong
Check product prices, conversion factors, receipt history, unit cost, and weighted average cost.
Waste or transfers do not appear where expected
Waste or transfers do not appear where expected
Check that the correct storage unit was selected when posting the movement.
Reorder suggestions are missing
Reorder suggestions are missing
Check that the ingredient has a reorder configuration, recent consumption history, and a valid product mapping.
Related pages
Inventory Report
Analyze ingredient stock, movements, costs, and activity.
Reorder Suggestions
Review and act on reorder suggestions generated from ingredient configurations.
AI Assistant
Ask inventory, stock, order, and reorder questions in plain language.
Order History
Review orders that can be received into inventory.
POS Mapping
Map POS items to ingredients or recipes for stock deductions.
Integrations
Connect POS systems and sales data to inventory movements.