This article introduces the Cafe Inventory Overview page, detailing how to add and update your Menus, upload your POS Data, and navigate the various sections of Inventory Insights.
The Inventory Overview page is available for the following products:
- Cafe
Why use the Inventory Overview page?
As a Cafe Manager, it is essential to maintain a comprehensive view of the operations across all your locations.
The Inventory overview page is designed to save you time and energy while also providing accurate and actionable data about your locations. It allows you to quickly identify trends, and make informed decisions.
With easy access to key metrics, you can streamline your inventory management processes, reduce waste, and optimize your purchasing strategies.
In conclusion, leveraging this comprehensive information will boost your operational efficiency, enable you to proactively tackle any challenges that arise, and ultimately enhance performance across all your locations.
Components of the Inventory Overview page
Before you begin using the Inventory Overview page, we recommend taking some time to familiarize yourself with its tabs and the information displayed.
This section serves as a high-level introduction while the following section will guide you through the ideal workflow to maximize your experience and effectiveness with the tool.
By following the steps below you can easily navigate to the Inventory Overview page:
- Log in to the online platform C-sar.
- Navigate to Inventory on the main menu bar.
- You will be directed to the Inventory overview page.
- The initial tab displayed will be the Inventory Insights.
The Inventory Overview page consists of three distinct tabs:
Inventory Insights
To get Inventory Insights, you need to create a Menu and upload at least one POS file. This process is crucial as it enables the system to analyze sales data and inventory levels effectively.
Before you begin collecting information, please ensure that you follow these preliminary steps:
* is indicating mandatory fields
- Select the Start Date* and End Date* by clicking on the calendar icon.
💡 The Start Date is set to one week prior to the day you select, while the End Date is the day before that chosen date by default. E.g. today is 15. November 2024 and you select the Start Date, it will be 8. November 2024. In this case, the End date will be 14. November 2024. - Choose the desired Location(s) for your view by clicking on the dropdown menu located next to the Location label.
💡 You have the option to select multiple locations simultaneously. - Enter the following details:
- Average price per kg*
- Average grams per single shot*
The data presented will include:
- Shots linked to recipes across selected locations
- Shots sold across all selected locations
- Shots unsold across all selected locations
A pie chart will also visually represent the total number of shots sold and unsold across all selected Locations, providing a clear overview of inventory performance:
As you continue to explore the Inventory Insights page, you will encounter three additional sections that provide further insights and details:
- Total consumption throughout the day:
- Shots brewed
- Shots sold
- Shots unsold
- Total consumption throughout the week
- Shots brewed
- Shots sold
- Shots unsold
💡 By switching the toggle to green, you can access the daily average data.
- Assessment overview
- Location
- Shots brewed
- Shots sold
- Shots unsold
💡 By switching the toggle to green, you can access the daily average data.
Why do we use single shots?
We use single shots as the baseline for calculating brewed versus sold coffee, as they represent the smallest unit of measurement.
For example, while a cappuccino typically requires one shot of espresso, many cafes opt to brew double shots using double-spouted portafilters. In such instances, one shot is accounted for the drink, leaving the second shot as unsold inventory.
POS Data
💡 POS or Point of Sale, refers to the location and system where a retail transaction is completed.
By following the steps below you can easily navigate to the POS Data Overview page:
- Complete steps 1-4 written above.
- Switch to the POS Data tab.
- You will be directed to the POS Data Overview page.
- The uploaded information will be presented in the POS Data overview section, organized into clearly defined columns for easy reference:
- Date range
- Location
- Filename
- Menu
- Uploaded on
- Uploaded by
Before you proceed with updating your POS Data, please keep the following important information in mind:
- To ensure accurate reading and to provide you with the best insights, please structure your .csv file according to the specified format, including the necessary column headers as shown in the example below:
💡 Additionally, make sure to use a semicolon (;) as the data separator in your .csv file.
- The maximum allowable size for the file is 3 MB.
- All files must be submitted in English.
Discovering the ideal workflow for entering data
Now that you have familiarized yourself with the Inventory Overview page, it's time to explore the most effective workflow for entering data.
- Creating a Menu
- Uploading POS Data
- Reviewing the Inventory Insights overview page
- Using the Production Report
Uploading the POS Data
- Navigate to the POS Data tab.
- Enter the following details:
* is indicating mandatory fields.
- Location*
- Cafe Menu*
- Click to select file.
- Select the file from your personal computer that you would like to upload..
- Click the green Upload button.
- Review your uploaded information in the POS Data Overview section.
FAQs
I encountered an unknown error while entering data to the Inventory Insights. What happened? What's the temporary solution?
We are actively addressing an issue that affects the Inventory Insights overview page's ability to handle large volumes of data effectively.
If you have chosen a broad date range and have numerous active machines at your locations, this may lead to the error described above. In this case, we recommend narrowing the date range and selecting fewer locations.
All shots are displayed as unsold. What should I do?
Please make sure to check the date range you selected and also that it has the right POS data.Without the POS data, our system will automatically assume that the shots were unsold.
Related Content
Congratulations! You are now ready to use Cafe's Inventory Overview page.
Your opinion matters. If you have further questions, feedback or concerns, please feel free to reach out by submitting a support ticket directly from support.cropster.com.