Using the Cafe Inventory Insights Overview page
This article introduces the Cafe Inventory Overview page, detailing how to add and update your Menus, upload your POS Data, and navigate the various sections of Inventory Insights.
Table of Contents
Why use the Inventory Overview page?
As a Cafe Manager, it is essential to maintain a comprehensive view of the operations across all your locations.
The Inventory overview page is designed to save you time and energy while also providing accurate and actionable data about your locations. It allows you to quickly identify trends and make informed decisions.
With easy access to key metrics, you can streamline your inventory management processes, reduce waste, and optimize your purchasing strategies.
In conclusion, leveraging this comprehensive information will boost your operational efficiency, enable you to tackle any challenges that arise, and ultimately enhance performance across all your locations.
Components of the Inventory Overview page
Before you begin using the Inventory Overview page, we recommend taking some time to familiarize yourself with its tabs and the information displayed.
This section serves as a high-level introduction, while the following section will guide you through the ideal workflow to maximize your experience and effectiveness with the tool.
By following the steps below, you can easily navigate to the Inventory Overview page:
- Log in to the online platform C-sar.
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Navigate to Cafe on the main menu bar. You will be directed to the Operations Fleet Dashboard.
If you have access to Roast, you will find a "Go to Roast dashboard" button on the top right side of the Operations overview page. This provides a quick and convenient way to access your Roast dashboard. -
Select the Inventory Insights tab.
The Inventory Overview page consists of three distinct tabs:
Inventory Insights
To get Inventory Insights, you need to create a Menu and upload at least one POS file. This process is crucial as it enables the system to analyze sales data and inventory levels effectively.
Before you begin collecting information, please ensure that you follow these preliminary steps:
* indicates mandatory fields
- Select the Start date* and End date*: The Start Date is set to one week before the day you select, while the End Date is the day before that chosen date by default. E.g., today is 15 November 2024. When you select the Start Date, it will be 8. November 2024. In this case, the End date will be 14. November 2024.
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Choose the desired Location(s) for your view by clicking on the dropdown menu located next to the Location label.
You have the option to select multiple locations simultaneously. -
Enter the following details:
- Average price per kg*: If you enter the average price and navigate away from the Inventory Insights overview page when you return, the system will automatically display the previously entered setting.
- Average grams per single shot*
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Click the Apply filters button.
You can also compare your current data with historical data, allowing for more informed analysis and decision-making.
Learn more about how to compare your current and past data with Cropster Cafe.
In the following sections, we will explore how the data is displayed on the Cafe Inventory overview page:
The data presented will include:
- Shots linked to recipes across selected locations
- Shots sold across all selected locations
- Shots unsold across all selected locations
A pie chart will also visually represent the total number of shots sold and unsold across all selected Locations, providing a clear overview of inventory performance:
As you continue to explore the Inventory Insights page, you will encounter four additional sections that provide further insights and details:
By default, the initial three sections will display the Total Brewed Overview.
To view the breakdown of shots sold versus shots unsold, simply click on the Unsold Ratio button.
Ensure that you verify the selected date range and confirm that it contains the relevant POS data
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Total consumption throughout the day
- Shots sold
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Shots unsold
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Total consumption throughout the week
- Shots sold
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Shots unsold
By switching the toggle to green, you can access the daily average data.
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Total shot consumption across locations
- Shots sold
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Shots unsold
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Assessment overview
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Location
By clicking on the Location, you will be taken to the Telemetry Insights page for that specific Location, displaying the Date range we previously selected.
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Location
- Shots brewed (daily average)
- Shots sold (daily average)
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Shots unsold (daily average)
By switching the toggle to green, you can access the daily average data.
Why do we use single shots?
We use single shots as the baseline for calculating brewed versus sold coffee, as they represent the smallest unit of measurement.
For example, while a cappuccino typically requires one shot of espresso, many cafes opt to brew double shots using double-spouted portafilters. In such instances, one shot is accounted for the drink, leaving the second shot as unsold inventory.
POS Data
POS or Point of Sale refers to the location and system where a retail transaction is completed.
Before you upload your POS Data, we recommend reviewing the following Helpdesk article for essential guidance and best practices.
By following the steps below, you can easily navigate to the POS Data Overview page:
- Log in to the online platform C-sar.
- Navigate to Cafe on the main menu bar. You will be directed to the Operations page
- Select the Inventory Insights tab.
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Switch to the POS Data tab.
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The uploaded information will be presented in the POS Data overview section, organized into clearly defined columns for easy reference:
- Date range
- Location
- Filename
- Menu
- Uploaded on
- Uploaded by
Discovering the ideal workflow for entering data
Now that you have familiarized yourself with the Inventory Overview page, it's time to explore the most effective workflow for entering data:
- Creating a Menu
- Uploading POS Data
- Review the Inventory Insights overview page
- Using the Production Report
Uploading the POS Data
- Navigate to the POS Data tab.
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Enter the following details:
* indicates mandatory fields- Location*
- Cafe Menu*
- Select the green text labeled "Click to select file" to choose the file you wish to upload.
- Click the green Upload button.
- Review your uploaded information in the POS Data Overview section.
If you are encountering challenges with the POS Data upload process, please refer to the following Helpdesk article for helpful troubleshooting tips.
FAQs
I encountered an unknown error while entering data. What's the temporary solution?
We are actively addressing an issue that affects the Cafe Inventory overview page's ability to handle large volumes of data effectively.
If you have chosen a broad date range and have numerous active machines at your locations, this may lead to the error described above. In this case, we recommend narrowing the date range and selecting fewer locations.
All shots are displayed as unsold. What should I do?
Please make sure to check the date range you selected and also that it has the right POS data. Without the POS data, our system will automatically assume that the shots were unsold.
Congratulations! You are now ready to use the Cafe Inventory Insights Overview page.
Your opinion matters. If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.