Managing Inventory

After processing, coffee stored in your warehouse can be managed from the Inventory tab


Inventory States

There are two types of lots stored in your Inventory:

PP Lots - Have yet to be milled, they may have be in a State of either Parchment, Dry-cherry, or Raw Green.

PG Lots- Have already been milled and are ready for sale and export. Their State is Green.

Editing your lots

It is very easy for you to make changes to your lots. You can edit them individually from their unique lot pages or bulk-edit them from the inventory page.

To edit the lots directly from the inventory page, check the boxes next to the lots you want to edit. A menu bar appears on top of the table.

By clicking on Manage, you can perform the following functions:

  • Adjust weight
  • Warehouse Distribution
  • Merge inventory
  • Mark consumed

As well as:

  • Edit
  • Delete

Adjust weight

If you want to change the weight of a certain lot, use the Adjust weight function. 

Warehouse Distribution

If you have coffee in multiple locations, use the Warehouse Distribution function to distribute the lots amongst your locations.

Merge Inventory

If you want to merge two or more lots, check the boxes next to the lots you want to merge and click Merge Inventory.

Mark consumed

If you want to empty a specific lot simply click Mark consumed. Consumed lots disappear from the main view.


If you want to edit your lots individually or add further information click the pencil symbol. 


We at Cropster recommend marking the lots as consumed instead of deleting them, this will allow you to keep track of your inventory over the years. Should you need to delete a lot, you can with the delete function.

Lot history and run-out date

Viewing your lot's transaction history will give you some insights into your coffee usage. Based on past transactions, Cropster predicts when you may run out of a coffee.  

  1. Go to a lot's detail page by clicking on a PG-number. 
  2. The weights section gives you the following information: 
    • Initial weight
    • Current inventory (turns yellow if it is below the minimum inventory level)
    • Minimum inventory level (optional)
    • Projected run-out date
  3. To view your lot's transaction history click on Show history.
    Each data point on the graph shows the weight at the beginning of the day.
    • The yellow dot shows the initial weight
    • The blue line shows the history of your lot
    • The green dot shows the current weight 
    • The red line shows the projected run-out date

Customizing your inventory view

You can easily customize which information is visible on your inventory page. 

  1. Go to the inventory overview page. 
  2. Click the Customize and add and remove fields by (un)checking the boxes of the categories.
  3. Make consumed lots visible in the overview by using the toggle button at the bottom. 

Note: Your settings will be saved to the server, so you do not have to change them each time you navigate to this page.

There are also three presets you can choose from: Availability, Supply network and Quality. These presets will show you certain key lot information based on each category without you having to select individual boxes.

Tracking coffee by location

You can split your lots between locations. This means that you can track your coffee from origin to warehouse to roastery and split coffees across multiple locations. When making adjustments, you can split a single lot or multiple lots at the same time which is helpful when placing orders.

Note: Learn how to manage locations.

Inventory report

The Inventory Report shows your inventory on a specific day, and/or a specific location. The Inventory report has two Report types:

*only available for Professional and higher tiers. 

Roast Professional only (Note): You can switch from the Snapshot Report view to the Timeframe Report view * of the Inventory report by clicking the respective tab.

  1. To access the report, click on the See inventory report button on the top of the inventory page or open it via Reports > Inventory report in the main menu.
  2. Switch between the By lot-, By location-, and By name-view by clicking on the tabs below the Inventory section.

Note: Learn how to use the Inventory report

You are now ready to manage your inventory!

Thanks for being a Cropster customer! If you have feedback, questions, or concerns, please feel free to reach out by submitting a support ticket directly from

We design and make alterations to our software based on user feedback, so we look forward to seeing what you have to say!