Documentation Index

Fetch the complete documentation index at: https://help.mathership.com/llms.txt

Use this file to discover all available pages before exploring further.

​

Inventory Settings

Use Inventory Settings to configure how Bestellfix tracks stock, receives orders, posts inventory movements, and suggests reorders. Inventory settings are company-specific. If you manage multiple companies or locations, make sure the correct company is selected before changing inventory settings.

​

What belongs in inventory settings?

Inventory settings cover the setup data behind your inventory workflows:

• Storage units
• Ingredients
• Product-to-ingredient mappings
• Recipes and recipe lines
• Inventory alerts
• Reorder rules
• POS integrations and mappings
• Units and packaging levels

These settings help Bestellfix calculate stock levels, inventory value, order receipts, waste, transfers, and suggested orders.

​

Storage units

Storage units are the places where stock is stored. Examples:

• Main storage
• Dry storage
• Cold room
• Freezer
• Bar storage
• Central warehouse

You can use storage units to separate stock by location or storage area.

​

Manage storage units

To manage storage units:

1. Open Settings
2. Go to Inventory Settings
3. Open Storage Units
4. Add, edit, or delete storage units

A storage unit can include:

• Name
• Address
• Linked delivery locations

Storage units are used when receiving orders, posting waste, creating transfers, and viewing stock reports.

​

Ingredients

Ingredients are the inventory items that are tracked in stock. Examples:

• Tomatoes
• Beef
• Flour
• Milk
• Wine
• Cleaning supplies

Each ingredient belongs to a company and usually has a base unit, such as kg, l, bottle, or piece.

​

Manage ingredients

To manage ingredients:

1. Open Inventory Settings
2. Open Ingredients
3. Add or edit ingredients
4. Select the base unit
5. Save the ingredient

Ingredients can also include additional details such as allergens or active status.

​

Product mappings

Product mappings connect vendor products to your internal ingredients. This is important because orders are placed with vendor products, but inventory is tracked with ingredients. Example: When an order is received, Bestellfix uses the mapping to know which ingredient should be increased in stock.

​

Packaging and conversion factors

Some products have packaging levels, such as:

• Box
• Crate
• Bottle
• Bag
• Kilogram
• Liter

Bestellfix can store packaging levels and conversion factors so received order quantities are converted into the correct base quantity. Example: If one ordered product equals 10 kg tomatoes, receiving quantity 2 increases tomato stock by 20 kg.

​

Recipes

Recipes define how ingredients are used to produce menu items or prepared products. Recipes can include:

• Ingredients
• Quantities per portion
• Trim or loss percentage
• Sub-recipes
• Default issue storage

Recipes are used for stock deduction, POS mapping, and cost calculations.

​

Recipe lines

Recipe lines define the ingredients or sub-recipes inside a recipe. A recipe line can contain either:

• An ingredient
• A child recipe / sub-recipe

This allows you to build recipes from other recipes, such as sauces, marinades, doughs, or prepared components.

​

Receiving orders into inventory

When you receive an order, Bestellfix can transfer ordered products into inventory. The system checks:

• Which order items are included
• Whether each product is mapped to an ingredient
• Which storage unit receives the stock
• The received quantity
• The unit cost
• Whether an item was already posted

Only mapped products can be posted correctly to inventory.

​

Inventory ledger

Bestellfix tracks inventory through ledger entries. Common ledger movement types include:

• RECEIPT: Stock received from an order
• ISSUE: Stock used or deducted
• WASTE: Stock removed as waste
• ADJUST: Stock corrected after a count
• TRANSFER_OUT: Stock moved out of one storage unit
• TRANSFER_IN: Stock received into another storage unit

The ledger creates a movement history and current stock balance for each ingredient and storage unit.

​

Stock counts

Stock counts are used to compare counted stock with the book balance. Typical workflow:

1. Start a count session for a storage unit
2. Add counted quantities for ingredients
3. Post the count
4. Bestellfix creates adjustment entries for differences

Open count sessions can be continued until they are posted.

​

Waste

Waste postings reduce stock. Use waste when ingredients are lost, spoiled, broken, or removed from usable inventory. Waste can be posted for:

• A single ingredient
• Multiple ingredients at once

Each waste posting creates a negative inventory movement.

​

Transfers

Transfers move stock between companies or storage units. Typical workflow:

1. Create a transfer
2. Add ingredients and quantities
3. Ship the transfer
4. Receive the transfer at the target location

A transfer creates:

• TRANSFER_OUT at the source
• TRANSFER_IN at the destination

​

Inventory alerts

Inventory alerts notify you when stock is below or above a defined threshold. You can configure alerts by:

• Ingredient
• Storage unit
• Minimum or maximum threshold
• Active status

Alerts can be hidden from the dashboard without deleting the alert configuration.

​

Alert history

Bestellfix stores alert history when thresholds are breached. You can review past alert events and hide individual history entries if they are no longer relevant. The dashboard shows active, non-hidden alerts that are still breached.

​

Reorder rules

Reorder rules help Bestellfix suggest new orders. A reorder rule can define:

• Ingredient
• Storage unit
• Preferred vendor
• Reorder threshold
• Target quantity
• Excluded storage units

Reorder rules are used to create suggested orders when stock is low or needs replenishment.

​

Suggested orders

Suggested orders are generated from reorder rules. You can:

• Review suggested orders
• Adjust suggested quantities
• Dismiss suggestions
• Snooze suggestions until a later date
• Reopen dismissed or snoozed suggestions
• Mark suggestions as ordered
• Use a suggestion as an order preview

Suggested orders help turn inventory shortages into supplier orders faster.

​

POS integrations

POS integrations connect sales data to inventory usage. Bestellfix supports POS mapping so sold items can deduct ingredients from stock. Depending on the setup, POS sales can be processed from uploaded CSV files.

​

POS mappings

POS mappings connect POS items to:

• Recipes
• Ingredients

When POS sales are processed, Bestellfix can deduct the correct ingredient quantities from inventory. Example: If a POS item is not mapped, it cannot be deducted correctly.

​

Inventory reports

Inventory reports help you review:

• Current stock
• Stock movements
• Inventory value
• Ingredient activity
• Cost of goods sold
• Storage composition
• Critical stock
• Untransferred orders

Reports can be filtered by date, ingredient, storage unit, recipe, transaction type, and stock activity.

​

Dashboard inventory data

The inventory dashboard can show:

• Critical low stock
• Recent inventory movements
• Storage composition
• Orders not yet transferred into inventory
• Active alerts

This gives you a quick overview of operational inventory status.

​

Best practices

• Create storage units before receiving orders
• Create ingredients before mapping products
• Map frequently ordered vendor products early
• Use clear ingredient names
• Keep base units consistent
• Set alerts only for important stock items
• Use reorder rules for regular replenishment items
• Review unmapped products regularly
• Post received orders promptly
• Use stock counts to correct inventory differences

​

Troubleshooting

​

Product cannot be received into inventory

Check that:

• The product is mapped to an ingredient
• The ingredient exists
• A storage unit was selected
• The product has a valid conversion factor
• The item was not already posted

​

Stock level looks wrong

Check:

• Ledger history for the ingredient
• Received quantities
• Waste entries
• Stock count adjustments
• Transfers in and out
• Selected storage unit

​

Alert does not show on dashboard

Check that:

• The alert is active
• The alert is not hidden
• The stock still breaches the threshold
• The correct company is selected

​

Suggested order does not appear

Check that:

• A reorder rule exists
• The ingredient stock is below the threshold
• The storage unit is not excluded
• The suggestion was not dismissed or snoozed
• The company context is correct

​

POS upload does not deduct stock

Check that:

• The POS integration exists
• CSV rules are configured
• POS item codes match the mapping
• POS items are mapped to recipes or ingredients
• Recipes have valid ingredient lines

​

Inventory value is missing or zero

Check that:

• Receipt entries have unit costs
• Products were received with prices or cost overrides
• The ingredient has previous receipt costs
• Ledger entries were posted correctly

​

Related pages