Raw materials
Table of Contents
Overview
Raw materials are the non-coffee consumables you use in production bags, labels, boxes, cans, flavorings, and similar items. With the raw materials feature, you can:
- Build a catalog of all your consumables, including SKU, supplier, and unit information.
- Track stock levels through a complete transaction history.
- Set reorder points and lead times so you know when it's time to place a new order.
- Let Cropster deduct stock automatically when you complete a packaging run. For details, see Bills of materials.
Keeping your raw materials in Cropster means all material usage is recorded in one place. You can see when stock is running low before a packaging run, and avoid buying more than you need.
This feature is part of the Advanced Planning add-on. If you don't see Raw materials in your navigation, contact your Cropster representative to learn more about enabling it for your account.
Raw materials list
To open the raw materials list, go to Commerce > Raw materials.
The list shows all your items in a paginated table. For each item, you can see the following:
- Name
- SKU
- Item type
- Supplier - links to the supplier's detail page in Supply Networks
- Lead time
- Reorder point
- On-hand quantity - displays the current stock level
Use the filters at the top of the list to narrow the results by name, SKU, item type, supplier, or status. By default, the list shows only active items. To include archived items, change the status filter.
Tip: To see every item that needs reordering, apply the Below reorder point filter. This shows all items whose on-hand quantity has dropped below their reorder point.
Add a raw material
- On the raw materials list, select Add raw material.
- Fill in the fields. See the field reference below.
- Select Create raw material.
Field reference
| Field | Required | Description |
|---|---|---|
| Name | Yes | The name of the item, for example 250 g kraft bag with valve. |
| Item type | Yes | The category of the item: bag, label, box, can, flavor, or other. |
| SKU | No | A stock keeping unit code. SKUs must be unique across all items, including archived ones. |
| On-hand quantity | Yes | The amount currently in stock. This becomes the opening balance in the item's transaction history. |
| Base unit | Yes | The unit in which the item is stored and tracked: pieces (default), kg, g, lb, oz, l, or ml. The base unit can't be changed after creation, so choose it carefully. If you set the wrong unit, archive the item and create a new one. |
| Supplier | No | The supplier of the item. Start typing to search your existing Supply Networks suppliers. If the supplier doesn't exist yet, type the name and confirm the change. Cropster creates a new vendor in Supply Networks automatically. You can add contact details for the new vendor in Supply Networks afterwards. Each raw material can have only one supplier. |
| Reorder point | No | The stock level at which the low stock indicator appears. This is a signal that it's time to reorder. |
| Lead time | No | The number of days between placing a purchase order with the supplier and receiving the material. Use this together with the reorder point to decide when to order. |
Edit raw material
- On the raw materials list, open the row actions for the item and select Edit.
Alternatively, open the item's detail page, then select Edit. - Update the fields you want to change: name, SKU, item type, supplier, reorder point, or lead time.
- Select Update raw material.
Two fields cannot be edited after creation:
- Base unit - to change the base unit, archive the item and create a new one with the correct unit.
- On-hand quantity - to change the stock level, adjust the stock. This keeps the transaction history complete and accurate.
Adjust stock
Use the stock adjustment action to record a delivery, correct a discrepancy, or log scrap and waste.
You can open Adjust stock in three ways:
- As a row action on the raw materials list
- As a bulk action, after selecting multiple items on the list
- From the Adjust stock button on the item's detail page
To adjust stock:
- Enter an Adjustment value. Enter a positive value to add stock or a negative value to remove it. The New stock field updates in real time. Alternatively, type the new total directly into New stock, and the adjustment value updates automatically.
- Select an Event type:
- Adjusted (default) - for corrections, write-offs, and any other manual change
- Received - for deliveries and incoming shipments
- Optional: Add a Note describing the reason for the adjustment. Notes appear in the transaction history and make it much easier to understand your stock movements later.
- Save the adjustment.
Note: Cropster permits negative on-hand quantities, but they trigger a negative stock indicator so you can spot and resolve the discrepancy.
Transaction history
Every stock movement is recorded in the item's transaction history, which you can find on the item's detail page. Transactions are sorted with the most recent at the top. Each row shows the date, the adjustment, the resulting balance, the event type, and any notes.
There are three event types:
- Received - a delivery or incoming shipment that you entered manually
- Adjusted - a manual correction, write-off, or other change that you entered manually
- Packaging - an automatic deduction created when a packaging execution is saved. For details, see Bills of materials.
Note: Transactions can't be edited or deleted after saving. To correct a mistake, create a new offsetting adjustment and add a note explaining the reason. This keeps a complete audit trail of your stock movements.
Stock status indicators
Cropster shows visual indicators when an item's stock needs attention, helping you prioritize reordering on time. Indicators appear on both the raw materials list and the item detail page.
| Indicator | Meaning |
|---|---|
| Low stock | The on-hand quantity is below the reorder point. This indicator only appears when a reorder point has been set for the item. |
| Negative stock | The on-hand quantity is below zero. This usually means a delivery or correction hasn't been recorded yet. Negative stock takes priority over the low stock indicator. |
Archive raw material
When you no longer use an item, archive it to remove it from your day-to-day views. You can archive an item from the row actions on the raw materials list or with the Archive button on the item's detail page.
Archived items:
- Are hidden from the default list view
- Note: You can use the status filter to display archived items
- Remain searchable and stay visible in transaction histories and BOM records
- Can still be edited, except for the base unit
- Can't be added to new bills of materials
Note: Cropster doesn't support permanently deleting raw materials. This preserves the integrity of your transaction history and past packaging records.
Full training video
FAQ
Can I change the base unit of an item?
No. The base unit is fixed at creation because all transactions and BOM quantities for the item are recorded in it. If you set the wrong unit, archive the item and create a new one with the correct unit.
Can I delete a raw material?
No. Cropster doesn't support permanently deleting raw materials. This approach preserves the integrity of your transaction history and past packaging records. You can instead archive the item to hide it from your day-to-day views.
What happens if an item's stock goes negative?
Cropster permits negative on-hand quantities and won't block packaging execution because of them. A negative balance usually means that a delivery or correction hasn't been recorded yet. The item shows a negative stock indicator until you resolve the discrepancy with a stock adjustment.
Can a raw material have more than one supplier?
No, each raw material can have one supplier. If you source the same material from multiple suppliers, either assign the primary one or create separate items per supplier (for example, if you need to track their stock separately).
Does Cropster reorder materials automatically?
Not yet. Cropster shows a low stock indicator as soon as an item drops below its reorder point, and the lead time you set helps you judge how early to order, but placing the order is a manual step. Automated purchase planning is on the roadmap.