Set up locations, items, starting stock, daily changes, counts, reorder controls, and backups in the right order.
The eight-step path
- 1. Profile — identify the restaurant/location and basic inventory context.
- 2. Locations — create the physical places where inventory is stored or counted.
- 3. Items — build the item master once, with units, cost, normal source, par/reorder information, and barcode choice where useful.
- 4. Starting Stock — enter the opening quantity by location so the system begins from a known balance.
- 5. Daily Changes — record receiving, transfers, waste, and other quantity changes with a reason.
- 6. Count & Verify — compare physical stock with the recorded balance and investigate variance.
- 7. Reorder — use current stock and defined targets to identify what needs attention.
- 8. Review & Backup — review results and keep a current recoverable backup.
What “finished correctly” looks like
- Every active item has a clear unit and valid location relationship.
- Starting stock exists before daily movement is expected to reconcile.
- Quantity changes have a reason instead of unexplained balance edits.
- Physical counts can be compared with system quantities.
- A recent backup exists and can be restored.
Do not duplicate items just because the supplier changes
- One inventory item can be bought from a distributor one week and a local store the next. Keep one item when it is the same stock item, then record the actual source and receipt information on the receiving transaction.
- Use supplier fields to describe buying history, not to create artificial duplicate inventory.
Build for counting speed
- Arrange locations and route order in the same sequence a person physically walks the restaurant. Good inventory design reduces backtracking and makes skipped areas easier to notice.
Gravity rule: Use the smallest control that makes the truth easier to see and the work easier to repeat. Records should describe what actually happened, not what the restaurant hopes happened.
Next step
Use this guide on its own, or move into Gravity Inventory Center when you need to build, record, verify, or maintain the work.