Warehouse Overview
The warehouse module in IZI is the stock layer that sits behind everything sold through the bar. A delivery arrives — you record a receipt and balances go up. A customer orders a drink — the warehouse deducts it automatically using FIFO. You run a weekly count — discrepancies are reconciled in one step. The result is a complete, real-time picture of what you have, what it cost, and what your bar actually earns on each item.
What the warehouse module contains
Section titled “What the warehouse module contains”Goods receipts — log each delivery: item, quantity, purchase price. After confirmation, stock increases and the receipt is saved to the operation history. See goods receipt.
Stock categories — items are grouped by category (Drinks, Snacks, Accessories, Equipment, Cleaning, etc.). Categories speed up search during busy shifts and let you build category-level reports.
Write-offs — manual or automatic. Automatic deduction happens on every bar sale. Manual write-offs cover breakage, spoilage, expiry, or internal use. See write-off.
Inventory — physical count against system data. Discrepancies are recorded and corrected in a single operation. See inventory process.
Suppliers — contact records linked to receipts. You can track the full purchase history per supplier and compare costs across deliveries. See supplier management.
Bar–warehouse link — every bar sale deducts the corresponding warehouse item using FIFO. If stock reaches zero, the item is automatically hidden from the bar order screen. See bar–warehouse link.
Recording a delivery (step by step)
Section titled “Recording a delivery (step by step)”When a supplier delivers:
- Open Warehouse and find the items by search or category
- Enter the quantity for each line — the current stock level is displayed alongside
- Add a comment (required field — use the invoice number or delivery note reference)
- Confirm
Balances increase immediately. The history entry records the date, time, and the staff member who confirmed the receipt.
Write-offs
Section titled “Write-offs”Use write-offs for spoilage, loss, expiry, or items consumed internally. Before the operation is confirmed, IZI checks the current balance. If the quantity requested exceeds what is in stock, the system blocks the action. This makes negative balances impossible and prevents the bar from listing items that are not physically available.
Inventory
Section titled “Inventory”A full reconciliation of physical counts against system balances:
- Enter the real quantity for every item in the count
- IZI calculates the discrepancy and adjusts balances up or down automatically
Recommended frequency: every one to two weeks, or after a bartender shift handover. Running inventory regularly catches losses early, before small discrepancies compound.
Operation history
Section titled “Operation history”Every warehouse event is logged with:
- Type — receipt / write-off / inventory adjustment
- Date and time
- Staff member who performed the action
- Comment (mandatory on receipts)
- Per-item detail — click any record to see a line-by-line breakdown
Filter by operation type or date range to locate any specific action quickly.
How the warehouse fits the club cycle
Section titled “How the warehouse fits the club cycle”The module is not a standalone tool — it is part of the club’s overall accounting loop:
- Supplier delivers goods → you create a receipt in the warehouse
- The item appears in the bar catalog with an updated stock count
- An administrator sells the item → the order closes and the balance decreases
- Every one to two weeks you run an inventory → discrepancies are corrected
- When a balance falls below the minimum threshold → you reorder before running out
Stock visibility
Section titled “Stock visibility”Current balances are visible in Bar → Warehouse. The view shows:
| Column | What it shows |
|---|---|
| Item and category | Name, group |
| Quantity on hand | Current count |
| Unit of measure | Litres, pieces, portions, etc. |
| Last movement | Receipt / sale / write-off |
When an item reaches zero, it is marked unavailable and does not appear to the administrator during order entry.
Margin and cost of goods
Section titled “Margin and cost of goods”Because purchase prices are recorded at receipt, IZI can calculate the margin for each item and for the bar overall. This shows not just how much the bar sells but what it actually earns. See bar margins.
Labelled product support
Section titled “Labelled product support”If your club sells regulated or labelled products — tobacco, bottled water, dairy — IZI supports scanning product codes at receipt and at write-off. See Honest Sign for labelled goods.
See also
Section titled “See also”- Goods receipt — step-by-step guide to logging a delivery
- Write-off — manual write-offs for breakage and loss
- Inventory process — how to reconcile physical counts
- Stock categories — how to structure the catalog
- Supplier management — supplier contact records
- Bar–warehouse link: FIFO — how IZI deducts on sale
- Bar overview — parent section for the bar and warehouse
Frequently asked questions
Is the warehouse module separate from the bar, or built in?
It is built directly into the bar module. When a staff member sells an item through the bar, the warehouse automatically reduces the stock count. No separate integration is needed.
Can the warehouse be used without a bar?
Stock tracking in IZI is tied to the bar catalog. Items without a bar price can be added for internal tracking only, but sales always flow through the bar.
How does IZI deduct stock when a bar item is sold?
IZI uses FIFO (first in, first out): the batch that arrived earliest is deducted first. This minimises spoilage risk and gives an accurate cost-of-goods calculation.
Where do I see current stock levels?
Go to Bar → Warehouse tab. You see quantity per item and its last movement. Open an item card for the full operation history.
Who can receive goods into the warehouse?
Staff members with warehouse access rights — typically the manager or senior administrator. Permissions are configured in the Roles section.
What is inventory and how often should I run it?
Inventory is a physical count reconciled against system quantities. Run it every one to two weeks, or after each planned delivery or bartender shift change. After confirmation the system adjusts balances in both directions.
How do I record a new delivery?
In the Warehouse module: find items by search or category, enter the quantity for each (current stock is shown alongside), add a mandatory comment such as the invoice number, then confirm. Balances increase immediately and the history is saved with date, time, and staff member.
Can stock go negative?
No. Before confirming any write-off the system checks the current balance. If the requested quantity exceeds what is available, the operation is blocked. This prevents negative stock and stops the bar from selling items that do not exist.
How do I trace who performed a write-off or receipt?
Every warehouse operation — receipt, write-off, inventory — is recorded with the staff member who performed it, along with date, time, and a per-item breakdown. Filter the history by operation type or date to find any specific action.
Does IZI support labelled or regulated goods tracking?
Yes. If your club sells labelled products such as tobacco or bottled water, IZI supports scanning product codes at receipt and write-off. See the Honest Sign article for details.