1
At the desk
Complete product information
Complete the BMG product information, purchase and issued units, pricing, reorder levels and Finance coding.
Return products to stock
Use this when a group physically returns unused items, or when part of a previous Take out was entered in error. Select the original Take out so Stockroom restores the same FIFO cost and reduces that group's consumables cost.
Do not use this for damaged or disposed stock. or use instead.
First-time commissioning
Initial Stockroom setup
Complete these three stages in order. Finish one stage before starting the next.
2
In the stockroom
Add product identification
Find and verify the product first. Scan the issued item's manufacturer barcode or generate a Tiphereth Stockroom QR code.
3
Before counting
Print product QR labels
Print the required product QR labels on A4, laminate and cut them out, affix them to the correct shelf/bin and check every location.
4
Physical opening count
Enter opening stock
After product information, identification and product labels are complete, count every active item in its Stock issued as unit.
5
Final go-live stage
Group posters & test users
Once the production subdomain works, print and display the group category posters, invite a small test group and confirm the live workflow.
Stage 2 of 5
Add product identification
Select the product first. Check the manufacturer, BMG code and pack information. Only then scan or generate a barcode.
One product at a time: Find product → check product → choose the correct barcode method → save → next product. Do not scan first and guess the product afterwards.
A · Issued item has a manufacturer barcode
Scan the barcode printed on the item that staff will take. Do not use the outer case barcode if staff issue individual items without that barcode.
B · Issued item has no usable barcode
Generate a Tiphereth Stockroom barcode and print a shelf/bin label. Example: an individual toilet roll has no barcode, so the shelf label represents one roll.
Stage 3 of 5
Print and affix Stockroom labels
These are only the products using a generated Tiphereth Stockroom code because the issued item has no usable manufacturer barcode.
QR labels only: print the labels, laminate and cut them out, affix each one to the correct shelf/bin, then check the physical product before marking Affixed and checked.
Stage 5 of 5
Group posters and test users
Do this only after the permanent production address is working. Group QRs must encode the final Stockroom address.
Before printing: open Stockroom using the production subdomain and test one group QR on a phone. Do not laminate posters that still encode the temporary Hostinger address.
Group QR posters
Print one A3 portrait poster for each category
Each poster contains the groups in that category. Individual group QRs can still be printed or downloaded as PNG.
Controlled testing
Invite and test with a small group
Stockroom overview
Stock Manager dashboard
See what needs attention and move straight into the next task.
Reordering
Lowest stock against target
Recent activity
Latest movements
Stock take
Count the physical stock without changing the live figures until the review is complete.
Important: an uncounted item is not zero and will not be changed. Enter 0 only after checking the shelf and confirming there is genuinely no stock.
If stock is lower than expected: first check nearby shelves, opened cases, goods waiting to be booked in and items taken but not yet booked out. If it is still missing, choose the most accurate reason. The shortage is removed at FIFO cost and recorded as a stock-take variance, not charged to a group.
If stock is higher than expected: check for a delivery waiting to be booked in, returned stock or a pack-conversion error. If no normal transaction explains it, record the surplus with a reason.
First-time setup
Opening stock
Use this once to establish the physical stock already on the shelves before normal Stockroom transactions begin.
Count in Stock issued as. If we buy toilet rolls by the case but issue them as rolls, count every roll. Example: 2 cases of 36 plus 7 loose rolls = 79 rolls.
Do not use Opening stock for new deliveries. Once opening stock is completed, use Book in for deliveries, Take out for group use, Return to stock for returns and Stock take for discrepancies.
Save progressively. Counts are kept in this setup screen until you complete Opening stock. Nothing becomes live stock until the final confirmation.
Before completing: investigate shortages and surpluses where possible. Uncounted products will remain unchanged. Every variance needs a reason; “Other” also needs a note.
Items to order
0
Products at or below their minimum. The suggested order brings each one back up to its target.
Downloads a CSV file for Excel or to send to a supplier.
Loading stock…
1. Which group is taking stock?
2. Scan each item
Each scan adds 1 unit. Scan again to add another, or change the number below.
3. Check and confirm
Pending deliveries
Upload the supplier order confirmation. The order number, person ordering and product lines are read automatically and saved as a pending delivery.
Loading pending deliveries…
Upload a delivery note
Choose a PDF or a photo of the delivery note. The app reads it, matches each line to your products and fills in the delivery list below. Nothing goes into stock until you check the list and press Add delivery to stock.
1. Scan the delivery
Each scan adds 1 unit. Scan one of each product, then type how many arrived. New barcodes can be linked to a product here.
2. Check and confirm
Delivery spending
Totals of the unit costs entered on deliveries (reversed deliveries are left out). Costs are only shown with the admin PIN — staff taking stock out never see them.
Reports & Finance
Review movements and group usage. Finance and Xero controls appear below for authorised users.
Movement types
Stock taken by group
Most-used products
Movement history
Taken out by group
All movements
Usage analysis
Share of stock taken by group
What each group takes
Most-used products
Group consumables costs
Management information showing the actual cost of items issued from the central store to each group. FIFO costs are taken from the stock batches used; reversals reduce the period total.
Optional Xero manual journal
Use this only if Finance decides to post the group reallocations in Xero. It follows Finance's supplied manual-upload format.
Stockroom group → exact Xero tracking option
The right-hand value must match Xero exactly.
Scheduled Finance email
The server prepares the reporting period automatically and sends all selected CSV files in one email.
Separate multiple addresses with commas, semicolons or new lines.
Days 1–28 are supported to avoid short-month failures.
Europe/London local time.
SMTP credentials are held securely as server environment variables and are never stored in the Stockroom database or shown here.
Products
Use Edit to change a product's name, barcodes, unit, cost, minimum, target or supplier. The unit cost updates automatically from the latest delivery. In stock sets the exact number on the shelf — you'll be asked for a reason.
Export for Excel
Groups
Groups are used when stock is taken out. You can rename a group here; the new name is used for future transactions while existing history keeps the name originally recorded.
Staff (Recorded by)
Names shown in the “Recorded by” lists. Anyone not listed can choose “Other” and type their name.
Suppliers
Suggested when editing products and recording deliveries. New suppliers typed there are added automatically.
User management
Administrators can add staff or administrator accounts, reset passwords, change roles, and remove access.
Loading users…
VAT rates
Rates available when creating or editing products. The default applies only to new products.
Stock rules (Super Admin)
Leave this off. When it is off, nobody can take more than the recorded stock, and counts cannot be set below zero. Only turn it on if stock is regularly used before the delivery is recorded.