There is one stock book, not two: what the hotel's stock screens show is Accounting's own stock. Count, move and issue stock here, and Accounting shows the change at once.
Stock lives in Accounting
Open Stock & minibar. Every figure there (quantities and values) is Accounting's own stock:
- a store is an Accounting godown, and its stock is the godown's stock;
- an item is an Accounting stock product (one product is one item, so its stock is counted once).
There is no second stock book to reconcile.
Set up
- Stores and their Accounting godowns: add the Main store (issues and counts default to it, and every invoice line needs it) and, if the minibar is counted on its own, a Minibar store (minibar sold to rooms is taken out of it). Link each to its Accounting godown. A godown can be one store only.
- Items: Code, Name, Category, Accounting product (a stock product), the Store, the kind (Minibar, Linen, Amenity, Maintenance), par and reorder levels, and the Opening stock with its Unit cost.
Day to day
| Action | Where | Stock | In the books |
|---|---|---|---|
| Count a store | Count stock at a location (one store at a time; the quantity in brackets is what it holds now) | Set to what was counted | A stock adjustment for the differences only |
| Move stock | Move stock between locations (for example main store to minibar) | Out of one store, into the other | A stock transfer |
| Issue to a department | Issues (housekeeping amenities, linen, maintenance) | Out of the store | A stock adjustment (issue), at Accounting's cost |
| Sell to a guest | Minibar or room charge (Minibar, laundry and damage charges to a room) | Out of the store once, on the guest's invoice | The invoice line |
| Ask to buy | Purchase requests | Nothing | Nothing: a request for the purchasing team |
The Movements tab shows the stock ledger; Below par and Out of stock show what to refill.
Common questions
Charging a minibar item says the store is short.
When Accounting does not allow negative stock, the store must hold the item before it is charged. Move stock into the minibar store from the main store, or count the store first.
Stock coming in is refused.
Stock cannot come in at zero value: enter the Unit cost.
Can two stores share one godown?
No. A godown can be one store only; link each store to its own godown.
Why does the stock of an item not change when housekeeping posts the charge?
The item leaves the store once, on the guest's invoice at check-out. The store is only checked at the moment of the charge.