Module · Shopping list

Where to find it in the app

• Use it: Stock → Shopping
• Turn it on/off: your business name (top-left) → Settings → Modules → Stock → Shopping list

Plan: Solo & Business · Module group: Stock · Navigation: Stock → Shopping

1. Overview

Purpose. A shared, synced ordering list that replaces the back-of-house whiteboard. Anyone can add what's needed, group by category and supplier, and tick items off as they're ordered and received. It can also track stock levels and suggest low items to add, and holds a suppliers directory.

2. When to use it

• For day-to-day "we're out of…" ordering.
• To keep supplier contact and account details handy.
• To turn low stock into an order list.

3. Required permissions

• View shopping list (shopping.view).
• Add / edit shopping items (shopping.manage).

Staff permissions. Managers can set exactly what staff with view access may do here, open the list's settings and toggle Add items, Tick items off, Remove & clear items, Receive into stock and Edit the supplier book to suit your business. Managers can always do everything.

4. Navigation path

Stock → Shopping

5. What you'll see

• The list of items, each with quantity, category and optional supplier, and a status (needed → ordered → got).
• An Add item field (with qty, category, supplier).
• A prompt to Add N low items to the list when stock tracking flags items below their level.
• A Suppliers directory (name, website, phone, email, ABN, address, account reference, notes).

6. Turning it on

Switch it on in Settings, the Modules tab, under Stock (available on both plans). If you chose a relevant business type at sign-up, you'll start with a few example items.

7. Step-by-step tasks

7a. Add and order items

1. Type an item in Add item, with a quantity, category and (optionally) supplier, and add it. Adding something that's already on the list folds into the one line, summing the quantity when the units match ("1kg" then "2kg" becomes "3kg") and joining them as text when they don't ("1 bag + 2kg").
2. As you place the order, mark items ordered; when they arrive, mark them got. The list stays in sync for everyone.

7b. Add low stock to the list

1. When stock tracking flags items below their level, choose Add N to list.
2. They drop into the shopping list ready to order. With Add low stock to the list for me switched on (the default, in the list's settings), this also happens automatically the moment an item drops to its reorder level.
3. Typing an item by hand whose name matches a stock item links the two, so it can be received into stock once bought.

7b-ii. Receive bought items into stock

1. When a stock-linked item is marked got, a Receive to stock button appears on it.
2. One tap adds the quantity to the item's on-hand count and takes it off the list. Managers can always do this; staff can when Receive into stock is switched on in the list's settings.

7b-iii. Stock items: archive & restore

Archiving a stock item hides it (keeping its full movement history); Show archived items at the bottom of the Stock page lists them with a Restore button. Each movement in an item's history shows who recorded it.

7c. Manage suppliers

1. Open Suppliers.
2. Add a supplier with their website, phone, email, ABN, address, account reference and ordering notes (e.g. "Order by 2pm for next-day").
3. Assign items to a supplier so the list groups by where to order.

8. Examples

• Beginner (café): add Full cream milk · 6×2L · Kitchen and tick it off once ordered.
• Real-world (restaurant): group the list by supplier so each order is one glance; store Bidfood with the account ref and cut-off time.
• Advanced: use stock levels so the system surfaces low items and you bulk-add them to the next order.

9. Reports & exports

The live list (grouped by category/supplier) and the suppliers directory are the record. Items to order also show as the dashboard Shopping to order shortcut.

10. Common mistakes

• No supplier on items, then the list can't group by where to order.
• Not marking items got, the list grows stale; tick them off on arrival.
• Duplicate items, search the list before adding.

11. Troubleshooting

12. Error messages

Adds and status changes confirm inline. The list syncs across devices, so another staff member's change may appear as you work, refresh if needed.

Related: Recipes & menu