Managing minibar and add-on stock in Flexkeeping

The Addon Stock page is designed as a central tool for tracking minibar usage and monitoring remaining inventory. It supports more efficient ordering, reduces errors associated with manual stock counting, and simplifies annual inventory audits.

1. Purpose of the addon stock page

The Addon Stock page helps you:

• monitor current stock levels of minibar and other add-on items,
• track consumption across rooms or other spaces,
• automatically deduct consumed items from inventory,
• manually add or write off stock,
• manage expiry dates,
• review the full history of stock changes,
• Support inventory planning and annual audits.

2. Initial stock setup

For accurate tracking, it is recommended to enter the initial stock quantity for each item in the addon items editor.

Once the initial quantity is added:

• Every minibar/laundry consumption recorded in a room automatically reduces the stock level,
• Restocking can be recorded manually to keep the stock level accurate and up to date.

3. How automatic stock deduction works

When team members record the consumption of an item in a space (e.g., minibar, laundry):

1. the selected item is automatically deducted from the stock,
2. the system keeps an ongoing record of all consumptions,
3. analytics are fully based on these recorded consumptions.

Example:

If 50 juices are recorded as consumed in a room, the system will decrease the juice stock by 50 units.
 If the stock was already negative, the quantity will be reduced further.

4. Adding new stock (restocking)

When new stock arrives:

1. open the Addon Stock page,
2. select the item you want to restock,
3. enter the quantity received,
4. add an expiry date if necessary,
5. repeat for all items you want to add,
6. review the summary,
7. confirm the restock.

After confirmation:

• the stock increases by the recorded quantity,
• items with expiry dates are logged accordingly,
• the displayed stock level updates to reflect the new total.

5. Stock History and Tracking

At the bottom of the page, you can see a detailed transaction history, including:

• which user added or wrote off stock,
• what quantity was changed,
• the reason for the change (restock, write-off, expiry, etc.),
• expiry dates,
• timestamps and other relevant details.

This provides transparency and supports internal control procedures.

6. Consumption analytics

The analytics section displays:

• consumption volumes for selected date ranges,
• usage trends across rooms/spaces,
• cumulative minibar consumption,
• items with the highest turnover.

These insights help optimize purchasing decisions and prevent stock shortages.

7. Writing off items (write-off)

If items:

• reach their expiry date,
• become damaged,
• cannot be used or sold,
• or need to be removed for any other valid reason,

you can write them off.

Write-off process:

1. select the item,
2. enter the quantity to be written off,
3. choose the reason (e.g., expired product),
4. confirm the action.

The system will:

• deduct the quantity from the stock,
• record the write-off in the transaction history,
• update the analytics,
• display the updated (potentially negative) stock level.

8. Understanding negative stock levels

Negative stock means that consumption was recorded prior to entering the new delivery.
 This may happen when:

• consumption is reported immediately,
• new deliveries have not yet been recorded,
• or stock arrives physically but has not been entered into the system.

Once the restocking is logged, the negative quantity adjusts automatically.

9. Typical use cases

The Addon Stock page is commonly used for:

• monitoring minibar items during high-occupancy periods,
• planning purchases based on real consumption trends,
• completing monthly or annual inventories,
• keeping track of items approaching expiry dates,
• maintaining transparency in stock movements,
• reducing the risk of human error in manual logging.