Restaurant inventory: how the morning count works

What should you set up before the first morning count?

Start with ingredient definitions. Each counted item needs a consistent unit and a clear description. Keep raw chicken and prepared chicken separate: preparation changes the usable quantity. A carton is also a poor counting unit if suppliers deliver different pack sizes.

Nexara supports ingredients, units, recipes, prep yield and branch inventory. Set those up around what your kitchen actually buys and serves. Check that the purchase unit converts correctly to the counting unit, and that each recipe describes the portion currently served.

• Choose the counting unit for each ingredient and keep purchase quantities comparable with it.
• Separate raw ingredients from prepared items wherever yield changes the quantity you can serve.
• Write down which storage locations belong to the branch count, including the service fridge.
• Choose a count cutoff before prep begins, and record deliveries or stock movements that cross it.

A practical starting routine is to count expensive and fast-moving ingredients daily, with a separate schedule for a full stock count. Nexara’s inventory and costing features include Stock Counting and count progress. Check progress before reviewing the totals so an unfinished item does not get mistaken for an empty shelf.

How does the morning count workflow run?

Keep the sequence repeatable. Measure what is physically present rather than copying the balance you expect to see. If deliveries arrive during the count, keep their quantities separate until you know which side of the cutoff they belong on.

1. Open the branch count and confirm the ingredient list and units.
2. Weigh or count stock in the same storage order each morning. Include opened packs and prepared stock under their correct definitions.
3. Enter the physical quantities and check count progress for unfinished items.
4. Recount unexpected differences before changing any records. Check whether a delivery or transfer crossed the cutoff.
5. Have the responsible manager review unresolved differences and decide the next action.

NexaraFlow includes a Morning Inventory template, with schedules, stages, branch assignments and role-scoped task queues. Use it to put the count into the responsible role’s daily queue. Workflows are a Pro-plan feature; inventory counting and the timed task around it are separate capabilities.

Review the quantities as well as task completion. A submitted count can still contain a pack entered as a kilogram. The morning count playbook covers the working routine; NexaraFlow timed tasks explains the task layer.

How do you review a stock variance without guessing?

A variance is the difference between physical stock and the expected balance for the same ingredient, unit and cutoff. Investigate a shortage by checking the count and movement records before assigning a cause.

To reconcile these quantities, add receipts to opening stock, subtract expected recipe usage and recorded waste, then compare the result with the physical count. Include transfers or other documented movements when they apply. This table counts usable chicken throughout; raw purchases need their yield conversion before entering the calculation.

Check the scale and unit first, then the movement records. Review recipe portions and prep yield if the difference remains. Nexara provides waste analytics and food-cost analytics to support that review. Keep an unexplained difference open for investigation until the kitchen records establish what happened.

How does recipe costing connect to the count?

Recipe costing estimates the ingredient cost of a defined portion. It depends on usable quantities, not simply the price written on a supplier’s invoice. Nexara supports recipe costing, prep yield and a Cost Calculator, along with menu engineering and food-cost analytics.

In a separate yield calculation, suppose 10 kg of raw chicken costs 30 JOD and produces 8 kg of usable prepared chicken. The usable cost is 30 ÷ 8, or 3.75 JOD per kg. A 160 g portion therefore contains 0.60 JOD of chicken. Bread and the remaining ingredients still need to be added.

Using the raw purchase rate of 3 JOD per kg would put that portion at 0.48 JOD. Ignoring yield understates the chicken cost by 0.12 JOD per portion, even when the supplier’s invoice is correct.

Compare the written recipe with a weighed serving from the line. If the kitchen regularly serves a larger portion, the recipe estimate will understate usage. Review recipes when portions or supplier costs change. Calculate labour and rent separately when assessing profitability, since recipe costing covers ingredient costs.

Who owns the count, and who handles purchasing?

Nexara supports inventory_manager and branch_manager roles, user-to-branch assignment and a permissions module. During setup, check which users need access to ingredient definitions and purchasing, and which need to enter branch counts. Within NexaraFlow, central_inventory is treated as inventory_manager.

For a practical configuration, have the inventory manager maintain ingredient units and supplier records, and the branch manager review physical quantities and local differences. Match user permissions and workflow assignments to that division during setup, including who follows up on an unfinished count.

Nexara supports suppliers, purchase orders and branch stock requests, plus stock alerts and stock suggestions. Use the reviewed count as the starting point for replenishment, then compare it with pending purchases. Keep ordered quantities separate from goods physically received.

Before placing another order, check pending deliveries and the next prep requirement. When goods arrive, compare the delivered quantity with the purchase order and record discrepancies in your receiving procedure. Otherwise, a late delivery can look like a shortage and trigger an unnecessary second purchase.

Which reports deserve the manager’s attention?

Start with count exceptions, then look for repeated patterns. Nexara provides waste analytics and food-cost analytics. Its reporting also includes Products and Product by Branch tabs, which give managers sales context when reviewing ingredient use.

• Repeated shortages in the same ingredient: compare a weighed portion with the recipe, then check yield and movement records.
• High waste beside low product sales: review prep quantities and holding practices.
• Rising recipe cost: check supplier costs and whether usable yield has changed.
• Unfinished counts: check the assigned role and deadline, then identify which items remain uncounted.

NexaraFlow supplies workflow stats and task escalation. Its SLA escalation check runs every 5 minutes to identify overdue work. Use the task status to find a missed count, then review the stock quantities with the branch.

Give each unresolved difference an owner and a next check. If a recount confirms the shortage, compare the receiving record with the purchase order before changing the next purchase. The restaurant reports that matter guide covers the wider reporting routine.