Inventory Management on Kayana Partner Admin

Introduction to Inventory Management

The Inventory Management module provides real-time tracking of your stock levels. Its primary purpose is to help you maintain optimal stock counts by preventing over-stocking (wasting capital) and under-stocking (losing sales). By setting automated alerts and using preset reasons for adding or discarding items, you maintain an accurate and accountable record of all stock movements.

Step 1: Accessing Inventory Management

To use these features, you must have an active subscription.

1. Log in to the Kayana Partner Admin. A view of the Kayana Partner Admin dashboard.
2. Navigate: From the dashboard, select Product Management > Inventory Management.
• If not subscribed: Complete the checkout and payment process as prompted.
• If already subscribed: You will be taken directly to the Inventory Management screen. This page displays a tabular view of all items with inventory enabled, showing columns for Stock Name, Quantity, Minimum Stock, Maximum Stock, Status, and Actions.

Step 2: Configuring Inventory Settings (The "Why" Behind Stock Changes)

Before you start tracking stock, you need to create a list of "Reasons." These act like labels that explain why your stock levels are changing, ensuring your activity logs are clear and professional.

1. Go to: Product Management > Inventory Settings. A view of the inventory settings screen on Kayana Partner Admin.
2. Add Batch Reasons (Incoming Stock): Create labels for when you are adding stock. A view of the inventory settings screen on Kayana Partner Admin.
• Example: "Monday Stock Update" (for your regular restock) or "Supplier Delivery".
• Enter the name and click the adjacent Add button.
3. Add Adjustment Reasons (Outgoing Stock): Create labels for when you are removing or discarding stock. A view of the inventory settings screen on Kayana Partner Admin.
• Example: "Damaged" (broken items), "Expired - Over 10 Days Old", or "Wastage".
• Scroll down, enter the name, and click the adjacent Add button.

Step 3: Enabling Inventory for Specific Items

Now that you have finished presetting and configuring your specific reasons for adding and discarding stock, you can proceed to activate the tracking for your products. It is important to remember that Inventory tracking is enabled on an item-by-item basis—the system only tracks items you explicitly choose to monitor.

1. Go to Product Management > Item Management.
2. Locate the Product: Click on a Category to see the items inside. Find the specific item you wish to track. A view of the item management screen on Kayana Partner Admin.
3. Click the Edit (pencil) icon.
4. Scroll down to the tab labeled "Item Availability and Access Control."
5. Toggle the Inventory switch to ON. A view of the item management screen on Kayana Partner Admin.
6. Confirm the Permanent Change: A pop-up will ask: "Are you sure you want to enable inventory for this item?" Note: Once enabled, you cannot turn it off for this item. This protects your audit trail. Click Yes to confirm. A view of the confirmation pop up on the item management screen on Kayana Partner Admin.
7. Finalize: Scroll to the bottom and hit Update Item.

Step 4: Managing Stock Levels, Batches & Adjustments

Now that your item is enabled, go back to Product Management > Inventory Management. You will see your item in the table.

A. Setting Minimum & Maximum Alerts

Click the View (eye) icon under "Actions" for your product:

• Minimum quantity: The lowest amount you should have. When stock hits this number, an automated email alert is sent to you to prevent running out.
• Maximum quantity: The highest amount you should have. This alert helps you avoid over-ordering.

• Update the fields and hit the Update button.

B. Adding New Stock (Add Batch)

Click the Add Batch button to record new arrivals:

• Enter the Quantity, select your preset Reason (e.g., "Monday Stock Update"), and add a Description.
• Click Submit. The total available quantity will update immediately.

C. Discarding or Reducing Stock (Adjustments)

Click the Adjustments button to record stock loss or corrections:

• Enter the Quantity to be removed.
• Select your preset Reason (e.g., "Damaged") and add a Description.
• Click Submit. The stock count will be reduced instantly.

Next Step

Now that your inventory is active, you can following our guide on Adding an Item to Your Menu to understand how to add new items to the menu.