Overview 

This article explains how to add green coffee, make adjustments, view your lot's history, and access your Green Inventory Report. The (Green) Inventory feature provides a comprehensive overview of your physical coffee stock, enabling you to monitor and manage your inventory effectively.

There are two types of lots stored in your (Green) Inventory:

1. PG lots (Roast, Origin): Green coffee ready to be roasted. 
2. PP lots (Origin only): They have yet to be milled; they may have been in a state of either parchment, dry-cherry, or raw green. 

With Cropster, you can also split your inventory between locations, e.g., roasting facilities and warehouses. Cropster also automatically tracks and deducts green coffee during your sessions, providing real-time inventory updates while you roast with Roasting Intelligence.

 

Instructions

Navigating to the (Green) Inventory overview page

1. Log in to the online platform C-sar. 
2. Navigate to (Green) Inventory on the main menu bar.
3. Click Add lot to choose between One (single entry) or Bulk import.
   When first adding green inventory, a window appears to help you set the data points you want to track. You can customize these at any time.
   

   

Adding lots in bulk (Bulk import - recommended for new users)
 

1. Select Bulk import to open the uploader, where you can add multiple lots using a built-in spreadsheet.
   

   

2. We recommend entering Name, Weight*, and Weight unit*.
   For Origin only: You need to enter the State*. 
   Select between the following states: Green, Parchment, Dry cherry, Raw green. 
   * indicates mandatory fields
   

   

3. Click Import lots to submit.
    

Adding lots one by one

1. Select One to enter your lots individually.
2. Click Customize to change which data points you track.
   

   

3. Information is divided into these primary categories:
   • General details
   • Reference and tracking numbers
   • Sensorial and green grading
   • Supply Network
4. Enter the relevant information to complete your lot entry.
5. Click Create green inventory to submit. 
    

Customizing the Green Inventory overview page 

1. Navigate to the (Green) Inventory overview page.
2. Click the Customize button.
   

   

3. In the side panel, check boxes to choose visible columns and use the arrows to rearrange their order.
4. Click Apply to save your preferences.
   
    

Editing (Green) Inventory 

You can easily make changes to your green lots in three ways:

1. Click the Edit lot button for the specific lot you want to modify.
   
2. Select the lot(s) you wish to modify and click on theBulk edit button.
   
3. Navigate to the lot's details page and click on the Edit button.
   

   

Performing additional actions

1. Select the lot(s) by clicking on the respective checkboxes.
2. To save time, the most common actions are displayed immediately:
   • Adjust weight
   • Warehouse distribution
   • Start cupping session
     

     

3. Select More to access additional actions:
   • Start physical analysis
   • Merge inventory
   • Generate sample labels
   • Mark as consumed
   • Delete lots  
     

     

Accessing the Inventory Report

Click the Go to Inventory Report button on the top right side of the page.
 

Exploring the lot's details page

 Click the PG tag on the (Green) Inventory page to go directly to the lot’s details:

The General Information section

The Weight section

• Initial weight
• Current inventory (turns yellow if it is below the minimum inventory level)
• Minimum inventory level (optional)
• Run out estimation
• Price per unit (it only appears if you previously added the price to your lots)
• Total value

Transaction History and Projection Chart

Review weight changes over time via the Transaction History and Projection Chart:

The Transaction history and run-out projection graph show the following: 

• The grey dot represents the initial weight.
• The blue line represents the transaction history of your lot.
• The green dot represents the current weight.
• The yellow dotted line represents the projected weight.
• The red dot represents the estimated run-out date. 
  If the estimated run-out date is unavailable because, e.g., your lot is not likely to run out in the next 8 weeks, a notification highlighted in blue will appear above your chart.

The Transaction history table shows all changes that have happened: when and how much green inventory was added, subtracted, or transferred.

The following details are displayed:

• Date: The date when the transaction was registered.
• Weight before: The weight of the lot before the adjustment.
• Adjustment: Shows the weight adjustment applied (to the "weight before" value).
• Weight after: The weight of the green lot after the adjustment.
• Event type:
  • Adjust: The transaction is a user-logged adjustment (i.e., Adjust weight).
  • Allocate: The transaction is a user-logged allocation of weight amongst your location.
  • Current: The row refers to the current status of the lot.
  • Merge: The transaction refers to a merge of weight between two or more lots.
  • Projection: Represents the projected weight until the run-out estimation date.
  • Roasting: The transaction is roast-logged manually from the online platform C-sar or RI (Roasting Intelligence)
• Location: Refers to the location where the transaction occurred.
• Relation: Refers to the roast ID-tag resulting from a "Roasting" transaction
• Comment: This shows the comment entered when running the "Adding weight" function. 

Click Customize to adjust the columns. 
You can select between three display sets: Show all, Hide all, and Restore defaults.

The Quality Information section

• Green grading
• The Sensorial History* will show all quality data from lots within the same group.
• Latest profile cuppings
• Lot quality development over time: Includes all production cuppings for the Profiles where the selected lot is assigned. 
  

  

FAQs

How can I change the Registration date of my lot?
The Registration date records when a lot was added to your inventory. You can only edit this date if the lot has no registered transactions.

How can I change the initial weight of my lot? 

1. Check the boxes next to the PR numbers to select your lots.
2. Select Adjust weight.
   

   

3. Enter the new value.
4. Click Update weight to submit. 
   

   

Can I reset the weight of my lots?
The Reset weight function is only available for lots with no previous adjustments, roasts, or transactions. 

1. Check the boxes next to the PR numbers to select your lots.
2. Select Adjust weight.
   

   

3. Select the corresponding checkbox(es) under the Reset Weight column.
   
4. Click Update weight to submit.

What if the variety I'd like to add is not on the list of varieties?
Simply add a new variety to your lots.

 If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.