Two weeks at a food shop, from batches arriving to shelves restocked.
Follow Toko Sinar as it receives iced coffee at a new purchase price, writes off white bread past its date, sells from the batch closest to expiry, then reorders bread that is running low.
- Iced coffee COGS
- IDR 7,000 → IDR 7,250
- Expired bread
- 2 loaves
- Value written off
- IDR 22,000
- September margin
- 29.1%
- 011 OctReports
A new month starts with last month’s margin.
The owner of Toko Sinar opens Shop Reports for September. Sales and gross profit come from the same transactions as the books, and the inventory section shows batches close to expiry and items that have not sold for a while.
Financial reportsShop Reports · September- Net sales
- IDR 48,750,000
- Counter (POS)
- IDR 41,250,000
- Gross profit (commercial)
- IDR 14,200,000
Margin29.1%
- 0212 OctReceiving
The purchase price rises and COGS updates itself.
CV Sumber Pangan delivers a carton of 12 iced coffees at a new purchase price, and white bread is received with its batch number and expiry date. Tumra works out the weighted average cost from the old stock and the new arrivals.
Sales & purchasingReceipt · CV Sumber Pangan- Iced coffee on hand
- 12 bottles @ IDR 7,000
- Received
- 12 bottles @ IDR 7,500
- Now on hand
- 24 bottles
Average costIDR 7,250/bottle
- 0312 OctExpiry
Bread past its date is written off.
The Expiry tab shows two white breads from an older batch are past their date. Toko Sinar presses Write off with the reason Expired / disposed, and the value is recorded at average cost to the inventory variance account.
Products & stockExpiry · White bread- Batch RT-1006 · expired 12 Oct
- 2 loaves
- Batch RT-1009 · 16 Oct
- 9 loaves
- Written off
- 2 × IDR 11,000
To inventory varianceIDR 22,000
- 0413 OctCounter
Sales take the batch closest to expiry.
Ayu sells 2 iced coffees and 1 white bread at the Counter. The bread comes from the batch closest to expiry, and the receipt’s COGS is recorded at average cost, including the iced coffee that just went up in price.
Point of sale (POS)Receipt INV/2026/10/087- 2 × Bottled iced coffee 250 ml
- IDR 36,000
- 1 × White bread · batch RT-1009
- IDR 16,000
- Receipt COGS
- IDR 25,500
TotalIDR 52,000
- 0513 OctReorder
Bread running low is reordered straight away.
White bread is down to 8, below its reorder point. From Low Stock fills a purchase order with the last price from CV Sumber Pangan, and Toko Sinar checks the quantity before saving.
Sales & purchasingPurchase order · CV Sumber Pangan- White bread on hand
- 8
- Reorder point
- 10
- Ordered
- 24 × IDR 11,000
PO totalIDR 264,000
The features behind this workflow.
- Products & stockBatches and expiry dates per item, with weighted average cost.
- Sales & purchasingBatches recorded on receipt, purchase orders from low stock.
- Point of sale (POS)Sales take the batch closest to expiry.
- Financial reportsMargin, stock value, expiry, and slow-moving items.
- AccountingWritten-off goods are recorded to the inventory variance account.
FAQ
Common questions
Which costing method is used?
Weighted average, one figure per variant across all locations. For example: 12 bottles of iced coffee cost IDR 7,000 each, then 12 more arrive at IDR 7,500. The cost becomes IDR 7,250, and selling 2 bottles records COGS of IDR 14,500. The method is fixed and can’t be switched to FIFO.
How does a stock count work?
Open Stock, go to the Stock counts tab, click Start a count and choose the location and the items to count. While the count is open those items can’t be sold, received or moved at that location, so the difference stays accurate. When you click Post count, each difference becomes a stock adjustment booked at average cost.
Can I sell by the kilogram or by weight on a scale?
Partly. Units such as kg can be used in the catalogue, goods receipts, and adjustments. At the till, quantities are still whole numbers, and billing by the actual weight on a scale isn’t available yet.
Can I create a PO from items running low?
Yes. The From Low Stock button fills a PO with items whose stock is below their reorder point. Nothing is ordered automatically: you still check the supplier, quantities, prices, and location before saving.
Sell what expires first, first.
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