Inventory management module
Know what every shop, outlet and kitchen holds, top it up to par from the central store, and report wastage and shrinkage. It is one module of our inventory management software, with AI forecasting demand.
Built in Singapore for retailers, supermarkets, grocers and F&B groups running several shops, outlets or kitchens from a central store.
Replenishment cycle
Counts, till sales and deliveries post to one stock record for each outlet and the central store.
Staff count the shelf, bar or chiller on a phone, or the system works it out from till sales.
Each item is compared with its par for that outlet and day, and the shortfall becomes a suggested quantity.
Lines the central store holds become a transfer, and the rest go to the supplier as a purchase order.
The outlet checks the delivery against the transfer or order, notes anything short or damaged, and stock updates.
Outlet stock
Each shop, outlet and kitchen keeps its own stock balance, and head office sees them side by side. Sales come in from the tills or POS system your outlets already use, or from a POS module in a larger build, and stock falls as items sell.
Transfers and par levels
Settle how to set par levels for each outlet before the first transfer.
Outlet managers request top-ups on a phone, and the central store picks every request from one list per delivery day.
Stock leaves the central store when despatched and joins the outlet when received, shown as in transit in between.
When one outlet runs short on a busy Saturday, a nearby one sends stock across, recorded at both ends.
Set a different par for each outlet and for weekdays, weekends or a promotion, because a city outlet and a suburban one rarely sell alike.
F&B kitchens
Kitchens use stock as ingredients, not units. Each dish carries its recipe, so a sale at the till draws down the rice, chicken and sauce it used, and the gap between expected and counted usage shows where food cost goes.
Counts and losses
Count an outlet by shelf, chiller or storeroom on a phone after closing, with the variance against book stock ready before staff leave.
Staff record spoilage, breakage, expiry and staff meals with a quantity and reason, so wastage becomes a figure rather than a guess.
Counted stock is compared with what was sold, transferred and wasted, and the unexplained gap is shown by outlet, item and week.
Supermarkets and grocery stores see which dairy, bakery and produce lines expire soon, in time to mark them down or move them.
Supplier ordering
Approvals and supplier quotations can run through our procurement software on the same records.
Each supplier has its own order guide, delivery days and cut-off time, filled in from the par shortfall for a buyer to check.
Decide per item whether the supplier delivers to each outlet or to the central store, which then sends it on as a transfer.
Deliveries are checked against the purchase order at the back door, and any price above the agreed one is flagged before payment.
AI capability
Built in phases on your own sales and stock records, and staff approve every order.
Forecast each outlet's sales by item and day from its history, public holidays and promotions, and suggest pars to match.
Draft the morning's transfers and purchase orders from the forecast and stock on hand, for a manager to approve.
Flag an outlet, shift or item whose wastage or count variances fall outside its usual pattern, for a manager to review.
Read supplier invoices and delivery orders sent as PDFs or photos, and prepare the receipt for staff to confirm.
Ask which outlet wasted the most chicken last month, or which lines sit unsold at the central store, with the figures behind the answer.
Outlet staff ask on WhatsApp whether the central store holds an item or when a transfer arrives; anything else passes to your team.
Weighing it up
Stock screens in a till system suit one shop; several outlets, a central store and kitchens ask more.
| Point of comparison | EpiscriptInventory module in your system | Typical startStock screens in a till system | Common startSpreadsheets and chat orders |
|---|---|---|---|
| Outlets, central store and kitchens | Each with its own balance, side by side | Stock per shop, often without the central store | One tab per outlet, updated by hand |
| Transfers and par levels | Pars by outlet and day, feeding transfers | Minimum levels per shop | A message in the group chat |
| Recipes and ingredient usage | Expected against actual ingredient usage | Depends on the product and plan | Worked out at month end, if at all |
| Wastage and shrinkage | Logged with reasons, reported by outlet | Stock adjustments with limited reporting | Unknown until the stock take |
| Integrations | Your tills and accounting software such as Xero | The vendor's own connectors | Figures copied between files |
| AI features | Built on your own sales and stock data | Whatever the vendor has released | None |
| Ready-made functionality | Your scope only, with more in later phases | A full checkout and till feature set | Whatever you build into the sheet |
| Cost | Quoted as a project, and eligible for government grants | A subscription per outlet or terminal | Little upfront, then staff time |
Swipe to see the full table
Questions
The system reads sales from the tills or POS system your outlets already run, through an API or a scheduled file export. Where a new till is needed, a POS module can sit inside a larger build.
Each dish carries a recipe, so every sale at the till draws down its ingredients by portion. Comparing that expected usage with your counts shows the gap, by outlet and week, before it reaches the food cost report.
Par levels are set per item and outlet, with separate figures for weekdays, weekends or a promotion where you need them. Once an outlet has some sales history, AI forecasts can suggest pars for a manager to accept.
It is a module of our inventory management software, sharing its products, suppliers, stock valuation and purchasing. Most groups start with outlet stock, transfers and stock takes, then add recipes, wastage reporting and AI.
A SKU, or stock keeping unit, is one code for each item you sell or hold, including each size or pack. The system reports KPIs such as stock turn, days of cover, wastage, shrinkage and food cost percentage by outlet.
We import your products, recipes, suppliers and par levels from the spreadsheets and check them with you. Opening balances come from a stock take at each outlet and the central store, planned for a quiet trading day.
The cost depends on scope: the number of outlets and kitchens, recipes, till and accounting integrations, scanners and AI, quoted against an agreed specification. Our solutions are eligible for government grants.
AI features work with your own sales and stock records: demand forecasts by outlet, drafted transfers and supplier orders, anomaly checks on wastage, supplier documents read, plain English questions and WhatsApp requests. Each is built in its own phase.
Access is set by role: outlet staff see their own stock without supplier prices, area managers see their outlets, and head office sees the group. Every adjustment and wastage entry is logged with user, reason and time.
Related builds
Stock tracking, valuation, purchasing and barcode scanning, with outlet and kitchen stock inside it.
View solutionCycle counts, batches and expiry dates for a central warehouse that feeds your outlets.
View solutionTrade and wholesale orders allocated from the same stock your outlets sell from.
View solutionPurchasing, invoicing, accounts and a POS module on the same records as outlet stock.
View solutionNext step
Bring one outlet's last stock take and a week of deliveries, and we will show you par levels, transfers and wastage running for your outlets.