Live stock levels give you a live snapshot of your current stock levels. You can view live stock levels of all your supplier products as well as recipes and sub-recipes which have 'count in stocktake' ticked.
You can find Live Stock Levels by going to Inventory > Live Stock Levels on the left hand menu.
👋 Live Stock Levels is site specific, so double check you have selected the correct site from the top left dropdown if you have access to multiple sites.
What is tracked in Live Stock Levels?
Live Stock Levels track:
Supplier products
Sub-recipes (which have count in stocktake ticked)
Main recipes (which have count in stocktake ticked)
How we calculate Live Stock Levels
We take a number of data points into account when calculating the amount of stock you have of an item.
These are:
Waste
Incoming and Outgoing Transfers
Sales
Fulfilled CPU Orders
Delivery
Stocktakes
On-Hand Updates
Production (if your site uses Edify's production planner feature)
You can see a log of all of these data points by clicking the Arrow button in the Logs column.
You can easily select a date range to view within or select a particular log type from the dropdown.
Click into a log to see further details.
Setting Par Levels
To help manage stock levels set Par Levels - aka the quantity of a product or recipe you'd like to have on hand at all times.
To set this just find the product, input the quantity and select the unit of measure. This will automatically save.
You can use the "Status" column to quickly identify items which have dropped below their par level.
Once this has been set you can quickly see when stock of a product drops under your Par Level by going to the "Below Minimum" tab.
You can always see which products you have enough stock of within the "Above Minimum" tab.
On-Hand column
The On-Hand column provides the amount of stock you currently have of this item based on our records.
If you ever need to you can manually update this. Simply click into the box and type in the quantity you currently have On-Hand.
A record of this action will be recorded in the Logs.
Understanding sub-recipe stock calculations
Sub-recipes which have the 'count in stocktake' flag ticked are shown in your Live Stock Levels. Understanding how their stock levels are calculated will help you manage them effectively.
Why sub-recipe stock can become negative
There is no automatic record when you make a sub-recipe. This means the system only tracks when the sub-recipe is used, not when it's made.
Here's what happens
Let's say you make a special sauce sub-recipe:
Starting point: Stocktake shows you have 5L of sauce
During the week: You produce 100 sandwiches that use the sauce
Total sauce used: 7L (based on the sandwich recipe)
Calculated stock level: 5L - 7L = -2L
The system shows -2L because it tracked the sauce being used (7L) but didn't know you made more sauce during the week.
Preventing negative sub-recipe stock
When you make more of the sub-recipe, manually update the On-Hand quantity. This creates a record that increases your stock level.
How stock depletion works for main recipes
Understanding when Edify depletes main recipe stock versus ingredient stock is important for accurate inventory tracking.
The two depletion scenarios
Edify uses different logic depending on whether you have enough stock on hand to cover sales and waste.
Scenario 1: Sufficient stock (Normal depletion)
When this happens: You have enough on-hand stock to cover the depletion
What the system does: Reduces the main recipe stock level
Example:
You have 20 sandwiches in stock
You sell 10 sandwiches and waste 5
Remaining stock: 5 sandwiches
System action: Reduces sandwich stock by 15 (keeps tracking the main recipe)
Scenario 2: Stock shortage (Ingredient depletion)
When this happens: You don't have enough on-hand stock to cover the depletion
What the system does: Reduces the ingredient stock levels as well as the main recipe
Example:
You have 5 sandwiches in stock
You sell 10 sandwiches
Shortage: 5 sandwiches
System action: Reduces the ingredients (bread, sauce, filling, etc.) by the amount needed for the 5 missing sandwiches
Why we use this logic
When you have a shortage, it means you sold/wasted more products than you had recorded stock for. Since you must have used ingredients to make those extra products, the system depletes the ingredients to reflect this production.
This approach ensures your ingredient inventory stays accurate even when main recipe stock counts aren't perfect.
What this means for you
Keep your main recipe stock levels accurate to avoid ingredient depletion
If you regularly see shortages, update your On-Hand levels more frequently
Use production planning to automatically track when you make main recipes
CPU Live Stock Levels
CPU Products are not shown within the Live Stock Levels table - rather we show the stock levels for the linked Main Recipes and Supplier Products.
When the status of a CPU order is changed to 'fulfilled' the Edify system identifies the linked recipe or supplier product and adjusts stock accordingly.
Please see above for how Edify handles depletion of Main Recipes.
Live Stock Levels Settings
By clicking on the cog button in the top right hand side of the screen you'll be taken to the Live Stock Levels Settings.
In here you can toggle on/off:
Show unavailable: Hide or reveal items which have the status "unavailable"
Show hidden items: Hide or reveal items which you have hidden from the Live Stock Level table
Hiding Items
If there are any supplier products or recipes with "count in stocktake" ticked which you don't want to be shown in Live Stock Levels just click the eye icon in the Hide column.
This will cause the row to grey. Toggle off "show hidden items" in Live Stock Levels settings to remove these entirely from the view.
👋 Items are hidden at a User level rather than a Company/Site level
