Store and stock
Store keeper guide, part 1: your role, the store and your stock list
Sign in, learn the Store page, set up the stores and suppliers, and keep the list of stock items the hotel counts.
By The Xenia team · · 3 min read
This is part 1 of 4 of the Xenia store keeper guide: 1. Your role, the store and your stock list · 2. Buying and receiving stock · 3. Moving stock to the bar and kitchen · 4. Counting, wastage and keeping it honest.
This guide is for the store keeper: the person who receives deliveries, keeps the shelves, issues stock to the bar and kitchen, and counts what is left. It uses a made-up hotel, Sunrise Hotel in Lagos, so no real supplier or figure appears. The whole idea of Xenia's store is one sentence on its page: every movement has a document and a name against it, and what is on hand is always the sum of the ledger. That means nothing leaves the store without a record of who took it, and nothing can be quietly changed.
Get in
The owner or a manager invites you by email with the Store Keeper role. Follow the link, add your name, phone number (with the country code) and a password of at least 10 characters with upper and lower case letters and a number, agree to the terms and choose Create account and join. The link works once and expires after a week. Turn on two-step sign-in under Security: every movement you make carries your name.
What you see
Your menu is short: Overview, Notifications, Outlets and menu and Price rules (to see what the bar and restaurant sell), Store, Stock items and Security. You do most of your work on Store.
The Store page
The buttons across the top are the jobs: Stores and suppliers, Request stock, Count stock, Log wastage, New order, Transfer and Receive stock. Under them are tabs for looking things up: Stock on hand, Stock value, Slow moving, Wastage, Purchase orders, Requests, Receipts and transfers, Counts, Missing stock and Ledger. Choose the Store at the top to see one store's stock.
Stores and suppliers
Choose Stores and suppliers. The Stores tab lists each place stock is kept (here the Main store and the Bar store). Type a name under New store and choose Add to make another. Change renames one, and Switch off stops it being used. The Suppliers tab holds the people you buy from, in the same way.
Your stock list
Open Stock items for everything the hotel keeps in stock, each counted in one unit. An item that has had any stock movement is kept for its history, so you Archive it instead of deleting it. To add one, choose Add an item.
Name and an optional Code (for example LAG-001).
Category (Drinks, Food) and Counted in (Bottle, Kilogram). Units and categories, at the top of the page, lets you add more.
Reorder at (in that unit): when the stock falls to this level it is flagged Reorder.
Cost of one (₦): what one unit costs. It is what the stock is valued at.
Keep reading
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See your own hotel in Xenia
Start free for 14 days with no card. Add your rooms, invite your staff, and watch the money in one place.