Ai-Menu Stocktake Guide

To allow the stocktake process in the Ai-Menu system assumes that Stock is already imported into the system and linked to menu items. If this is not the case, please refer to the Stock Setup Guide or Stock Link Guide.

The Stocktake process consists of a few simple steps:

1. Initiate the stocktake (from Ai-POS): This takes a snapshot of the current stock levels at the time and records them. This then enables the counting feature on the Ai-Menu menu app
2. Count stock (from Ai-Menu): Log into staff mode and select the stocktake feature. Then count required stock levels 
3. Finalise the stocktake (from Ai-POS): Once stock in question is counted, the counted figures replace the previous counts and a stocktake report is issued showing the theoretical stock, actual counted stock and variation between the two. It also updates the current stock levels to reflect the counted variants.

All stocktakes are recorded in the system, allowing the manager to inspect previous stocktake reports.

Step 1: Initiate the Stocktake

In Ai-POS, press on “POS Functions” -> “Stocktake”:

This will open a list of previous stocktakes. To commence a new stocktake, press “Start New” button. This will create a new stocktake and will show “IN PROGRESS” on the left had side. Pressing on it will show the current stock list with the ongoing stocktake:

Any uncounted items will be shown in yellow, while counted stock is shown with a white background.

This window can be closed at this point if desired.

Step 2: Count Stock

Now that the stocktake has been initiated, the counting process can commence. This process can be done on any number of Ai-Menu tablets concurrently. This greatly speeds up the process and alleviates the requirement to write down counted items and re-enter into a computer.

Firstly, log into a menu tablet using your staff PIN code:

This will show your name along the top of the tablet, shown in yellow. It will also unlock a few more buttons. Press on the “Staff Admin” button, enter the PIN again, and select “Stocktake” from the list of options.

Once the stocktake is opened, it will show a list of stock, similar to the one seen at the end of step 1:

Press on any item to count it:

Counted items will appear on the tablet in RED, and there is a checkbox towards the bottom of the screen to toggle showing counted items or not:

Repeat this process for all stock items to count. (For the purpose of this guide, only one item will be shown as counted.)

Step 3: Finalise the Stocktake

Once all stock is counted, proceed to the Ai-POS app on any terminal and open the current stocktake. You will see all the counted items shown separately, with the Variance showing:

Press “Finish”:

Once you finished, the stocktake is then moved to the saved list and is shown by the date and time it was finalised.

The stock counts at that time are updated to show the counted items. Note: uncounted items are not amended in any way