Stock by lot, inventory and reconciliation
Integral plan
Load your opening stock, check lots in stock with their expiry date and value, edit quantities with a reason and reconcile your inventory.
What it is for
In Recipok, stock is not one number per ingredient: it is a list of lots. Each lot knows which product it is, which supplier it came from, its lot number, which location it is in, how much is left and when it expires. That is what makes traceability and first-expired, first-out use possible.
Lots are born with goods-in entries and finished production orders, and are used up by production orders and dispatches. This part of Recipok is for checking that stock, correcting it when it does not add up and counting it from time to time.
It is used by the manager and the person in charge of the stores.
Before you start
- Stock management is included in the Integral plan. The lot lists are visible to managers and administrators.
- The locations where you keep goods must be marked as Is storage.
Opening stock
On the first day, your stores already hold goods. There are two ways to load them:
| Method | When to use it |
|---|---|
| One “opening inventory” goods-in entry per supplier Purchasing › Goods received | The recommended one. A document such as “OPENING-2026” with one line for each lot you have: ingredient, quantity, lot number from the pack, expiry date and location. That way the real lots are in Recipok from the start. See Raw material goods-in. |
| Stock reconciliation Stock management › Products in stock | You count what there is and Recipok adjusts. Fine if you do not mind about lot detail; mainly useful for periodic counts. |
For semi-finished and finished products you have already made, create a production order and finish it without deducting ingredients: that is how their lot is born. See Production orders.
Products in stock: the lots
Go to Stock management › Products in stock. Lots in Stock opens: one row per ingredient or preparation with its number of lots, total quantity, price and value. Expand a row to see each lot.
| Preparation | Lots | Total quantity | Price | Calculated value |
|---|---|---|---|---|
| ▾ Cream cheese | 2 | 14.00 kg | 6.90 € | 96.60 € |
| L24-0912 · Cold room 1 · 28/10/2026 | 12.00 kg | 2Edit stock | ||
| L24-0870 · Cold room 1 · 14/10/2026 expired | 2.00 kg | |||
| ▸ Biscuit base | 1 | 3.20 kg | 3.59 € | 11.49 € |
| ▸ Cheesecake | 1 | 6 units | 11.49 € | 68.94 € |
- 1Stock reconciliation: the inventory count, explained below.
- 2Edit stock changes the quantity of a lot and always asks for the reason.
- Filters: ingredient or preparation, family, supplier, location, stock status (critical, almost critical) and which lots to see: All, Alive, Dead (at zero) or Negatives.
- Scan: finds a lot by reading its QR label. See Lot QR codes.
- Expiry icons: “This stock has expired” and “This stock is about to expire” (seven days or fewer).
- Export inventory by lot and Export inventory by item: the inventory as a spreadsheet, for example for the year-end accounts.
Correcting a lot's stock
Edit stock
On the lot, click Edit stock. For several lots at once, tick them and click Edit stocks.
New quantity and reason
Type the New amount and choose the Reason for movement: Deteriorated, Timed out (expired), Return or Various settings (other adjustments). Each lot also has its own observations.
It is recorded
The change appears in the lot's View change history and in the lot movements, with who made it and when.
Negative stock: Show negative stocks opens the Negative Stocks list and Fix stocks sets them to zero. Before you do, think about which goods-in entry is missing.
Inventory reconciliation
Stock reconciliation compares the stock Recipok calculates (Virtual stock) with what you count in the cold room (Real stock) and adjusts the differences in one go.
New inventory
From Products in stock, open Stock reconciliation, give the inventory a name and choose the person responsible.
Enter what you counted
For each product, the real stock. Recipok calculates the Difference. Use the filters to count cold room by cold room.
Create
When you click Create, all stock levels are adjusted and a report is saved in Stored inventories, which you can print. Once created it cannot be changed: check first.
Do the reconciliation once a month. If the differences are small, your stock is working. If they are large, there are goods-in entries still to record or production orders not deducted.
Current and historical stock
In Stock management › Current and historical stock you see the stock per ingredient or preparation (the sum of its lots) with its value and the Total valued. Under Stock mode choose Show current stock or Show stock by date to find out what you had on a particular day, for example on 31 December. It can be printed and exported to CSV.
Tips
- Lots are sorted by expiry date. In sales dispatches, if you do not choose a lot, the one that expires first is used.
- Do not use Edit stock to record purchases: use a goods-in entry, which records the supplier, the lot and the price.
- To move a lot from one cold room to another, see Warehouses and transfers.