When you save your invoices and count your stock, Ospelia can work out what your food really cost, instead of using a typed-in percentage.
Save an invoice
- Go to Inventory & Ordering → Ordering → Purchase orders and open the Invoices tab.
- Click + New invoice. Scan a paper invoice or type one in.
- Check the supplier, Invoice # and Invoice date.
- Link each line to an inventory item. Lines that aren't linked say Not linked to inventory.
- Tick Update item costs from these prices if you want your item costs to follow this invoice.
- Click Save invoice. Click Mark paid when you've paid it.
A scanned invoice always opens for you to check before it's saved. Ospelia doesn't pay or code invoices for your bookkeeper.
Watch price changes
The Price changes tab lists every cost change by item, with the old and new price. You can set an alert for bigger jumps.
Count your stock
- Go to Inventory & Ordering → Inventory and open the Counts tab.
- Click Start opening count or Start closing count. Use a Spot check for a quick count of a few items.
- Enter what's on the shelf. Click Save and finish later if you need a break.
- Click Finish count.
Compare actual with expected use
On Counts, pick two finished counts from the same brand to see Actual vs. expected use: what you started with, plus what came in, minus what's left, next to what your sales should have used and what was logged as waste. Anything left over is marked Unexplained.
Expected use needs recipes linked to your inventory. See Cost your recipes and see which menu items earn their spot.
Take stock off with each sale
Owners can turn on Take stock off with each sale. Each night Ospelia works out what yesterday's sales used from your recipes and takes it off your on-hand counts. It's off until you turn it on.
Food cost in your P&L
Go to Finances & Reports → P&L & Costs. When a brand has two finished counts, food cost is worked out from them: opening stock, plus purchases from invoices and received orders, minus closing stock. It's labelled From stock counts. Without counts, the P&L uses the food cost % you typed in, labelled Estimate.
The Monthly P&L shows revenue, food cost %, labor %, prime cost and net profit by month, with a Budget column you can fill in.