Delivery notes and stock

Delivery notes and stock

Biga keeps track of your ingredient stock and ties it to your purchases:

• It goes up when you validate a supplier’s delivery note (with a photo from your phone, in a minute).
• It goes down on its own when you sell dishes, following each dish’s recipe costing.
• Your own preparations (dough, sauces, desserts…) subtract their ingredients and add what you make.
• A stock count brings stock in line with what’s really in the storeroom.

It all lives in the back-office, under the Stock menu (Ingredients, Recipe costing and Purchases).

Taking a photo of a delivery note

When the goods arrive, the quickest way is to photograph the delivery note with your phone. The Take photo button is on the Home screen, in Purchases and in Delivery notes.

1. Choose Delivery note (or Invoice, if that’s what you have).
2. Tap Take a photo of the delivery note: paper flat, good light, the whole page in frame. You can also upload a PDF or a photo you already have.
3. Biga reads it (usually 15 to 40 seconds) and leaves it ready for you to check, line by line.

Delivery notes received, those half-reviewed and those already validated.

Checking the lines

Each line must point to an ingredient to go into stock. For each one you have three options:

• Pick — link it to an ingredient you already have. Biga suggests one with “Maybe it’s:”.
• Create new — create the ingredient on the spot. Biga suggests a clean name, how it’s counted and the pack size from the supplier’s description (“12 X 200 G” → 200 g packs) and shows how many units will go into stock. If you already have a similar one, it warns you so you don’t end up with two.
• Not stock — for things you don’t want to track (cleaning products, packaging…).

Biga remembers every link: the next delivery note from that supplier is linked automatically, pack size included (“1 box = 3 kg”).

Prices that don’t add up. If a line says “1 unit” but the price is clearly a box, Biga asks “Yes, it’s a box of 24”. And if a price comes out 3 times higher or lower than usual, it warns you before validating: it usually means the quantity or the pack size is wrong.

When everything is in place, tap Validate and add to stock. Lines without an ingredient don’t go into stock (Biga reminds you first).

Each line linked to its ingredient: stock and cost always up to date.

”It arrived different”

If what arrives isn’t what the delivery note says, tap It arrived different on that line:

1. Pick the reason: Damaged, Didn’t come, They brought extra, Wrong product or Other.
2. Enter how much actually arrived with the Less / More buttons.
3. Add a note (“2 crushed boxes”) and, if you like, take a photo of the product.

Only what actually arrived goes into stock. If the invoice later charges for it anyway, Biga will flag it when you match the invoice (see Expenses). From the same screen you can complain to the supplier with the message already written.

The delivery note and the purchase order

If the delivery note belongs to an order you placed, Biga asks “Is it from an order you placed?” and suggests the open orders from that supplier (“Order 12 from 30/09 · 5 of 6 products match”).

Once linked, it compares what you ordered, what the delivery note says and what arrived: what’s missing, what you didn’t order and any quantity differences. When you validate the delivery note, the order is marked received (or partly received) and stock goes in only once.

Ordering from suppliers

In Stock → Purchases there’s one card per supplier with what needs ordering (ingredients below minimum) and the orders in progress. From here you create the order, check it and send it. Biga AI suggests what to buy based on stock and usage.

One card per supplier; Biga AI suggests what to order.

To fill in an order quickly, tap Dictate or type: write it the way you’d say it (“3 boxes of tomatoes, 5 kilos of mozzarella”) or dictate it with your phone keyboard’s microphone. Biga turns it into lines and links each product to your catalogue.

When the goods arrive, take a photo of the delivery note and link it to the order (see above). That way you don’t need to mark the order as received by hand.

Supplier products

In Stock → Purchases, the Supplier products shortcut lists every product that has appeared on your invoices and delivery notes. Each one is linked to your ingredient just once:

Confirm the match, pick another ingredient or mark it as Not stock.

• Confirm the matches Biga has found (all at once if you like).
• Pick an ingredient if it got it wrong, or mark it Not stock.
• If you don’t have the ingredients yet, you can create the missing ones from here, with name, unit, pack size and the latest price.

From then on, new lines for these products link themselves.

Ingredient stock

In Stock → Ingredients you see each ingredient’s level, its cost and alerts.

Current level, cost and minimum alerts for each ingredient.

• The Below minimum and Out of stock cards are clickable: they filter the list.
• The Status filter shows only items that are out of stock, negative, below minimum or flagged.
• Each ingredient’s cost is the weighted average price of your purchases: if you have 2 kg at €10 and 3 kg come in at €12, the cost becomes €11.20/kg. So dish costs don’t jump every time a different brand arrives.
• The ingredient card shows cost per kg, per g, per l… and warns you if a per-gram price looks like the price of the whole pack.

If a price suddenly changes (3 times or more), the card asks whether it was a correction or the supplier changed it. Corrections don’t show up in the cost history.

To complete

The To complete tab gathers everything missing for stock and costs to be accurate, and you can fix it right there:

• Recipe costing — dishes without a recipe: enter what goes in and how much, in grams.
• Recipes — preparations without a recipe.
• To count — ingredients that are negative or have never been counted.
• No price — ingredients without a cost (the dishes that use them look cheaper than they are).

Suggested minimums

Tap Suggested minimums and say how often your orders arrive. Biga works out each ingredient’s minimum from what you’ve used in the last 28 days (sales, preparations and waste). Check the figures, change any you like and tap Save. By default only ingredients without a minimum are ticked.

Stock counts

You don’t edit stock by hand: you count it. Tap Do a stock count to open the Count sheet:

Enter what’s there and Biga shows the difference before you save.

1. Filter by supplier (it’s easier to count area by area) or by To review (negative and never counted).
2. Enter what’s there. If a product comes in boxes, you can count full boxes + loose units.
3. Tap Save count. Biga records the difference for each line and tells you which ones didn’t match.

Only the lines you fill in are saved. If you find a product in the storeroom that isn’t in Biga yet, tap Add product (or Not there? Add ”…” from the search): you create it and count it straight away.

You also count it in… On the ingredient card you can say you also count it in another unit (“1 kg = 0.4 tubs”). The count sheet adds a box for it and converts automatically. Ideal for ice cream, which you buy in tubs and weigh in the kitchen.

Preparations

A preparation is an ingredient you make yourselves: dough, sauces, escalivada, tiramisu… It has its own recipe and its own stock.

The sauce recipe: one batch makes 5 l, with cost per batch and per litre.

1. On the ingredient card, tap Add recipe: one batch makes (e.g. 64 dough balls) and which ingredients go in. Biga works out the cost per batch and the cost per unit.
2. Use it in your dishes’ recipe costing like any other ingredient.
3. Each time you make it, record it with I made a batch: the ingredients are subtracted in proportion and the preparation is added to stock.

The kitchen can do this from the POS, under ⚙ → Preparations, without going into the back-office. If a batch came out differently one day, Today was different lets you enter the real quantities (see The POS).

Tidying up the catalogue

• Change the unit — if an ingredient was in “units” but you use it in kg, the card converts it with the equivalence (“1 sack = 25 kg”): stock, minimum, cost and recipes all at once.
• Merge — if you have the same product twice (a different brand, or a delivery note created a new one), tap Merge on the card. Choose which ones to combine, the name to keep and, optionally, the real stock. Review shows you the result first; then you confirm. Recipes and supplier links move to the ingredient that stays; the others become inactive and keep their history.
• Import — to start from scratch, tap Import in Ingredients and paste the columns from your spreadsheet (or upload a CSV using the Template). You’ll see a preview before importing.

Internal use: stock can also go down for supplies that are used but not sold (paper, cling film, soap, staff meals…). In the ingredient catalogue you choose which ones appear on the POS Internal use screen (gear menu), and the team subtracts them as they use them.

Common issues

• Stock shows negative → the delivery notes for that product haven’t been entered. Photograph the delivery notes and then do a stock count.
• A delivery note line can’t find the ingredient → tap Create new from that same line.
• Stock doesn’t go down when I sell → the dish has no recipe costing. Check Stock → To complete → Recipe costing.
• I have the same ingredient twice → use Merge on the ingredient card.