Live Stock Levels give you a live snapshot of your current stock. You can view live stock levels for all your supplier products, as well as recipes and sub-recipes that have Count in stocktake ticked.
Find it under Stock > Live levels.
👋 Live Stock Levels is site specific — pick a single site from the switcher in the top left. If you have All sites selected you'll see a Pick a site prompt instead of the list.
⚠️ If you haven't completed a stocktake yet, there won't be any Live Stock Level data to show.
What is tracked in Live Stock Levels?
Live Stock Levels track:
Supplier products
Sub-recipes (with Count in stocktake setting ticked)
Main recipes (with Count in stocktake setting ticked)
The stock list
Once you've picked a site, each item appears as a row:
Column | What it shows |
Name | The product or recipe name, with its supplier underneath. |
Category | The item's category (e.g. Packaging, Cakes). |
Recipes | How many recipes use the item as an ingredient. |
Status | Empty, Below minimum, or Above minimum, based on on hand vs par level. |
On hand | The quantity currently in stock, in the display unit. |
Par level | The target minimum for the site, or No par if none is set. |
To find an item, search by name, filter by category using the chips above the list, or use the All / Empty / Below minimum / Above minimum status tabs - each shows a live count for the current site.
How Live Stock Levels are calculated
We take a number of data points into account when calculating how much stock you have of an item:
Waste
Incoming and Outgoing Transfers
Sales
Fulfilled CPU Orders
Delivery
Stocktakes
On-Hand Updates
Production (if your site uses Edify's production planner feature)
To see the full history for an item, select the arrow at the end of its row to open the Stock item page, then look at Stock movements (below).
The Stock Item Page
Selecting a row opens the Stock item page for that product at the selected site.
At the top you'll see the item's Type, Category, Supplier, and Availability, plus a Visibility control (Shown / Hide). View product (top right) opens the full product record.
The Stock section shows:
On hand — the quantity currently in stock, updated as stock moves through deliveries, transfers, waste, production, and sales.
Par level — the site's target minimum.
Display unit — the unit quantities are shown in.
Status — Empty, Below minimum, or Above minimum.
Stock value — the value of the on-hand quantity.
Linked recipes lists any recipes that use the item as an ingredient.
Stock Movements
The Stock movements section is the full history of every event that changed the item's on-hand quantity, most recent first.
Narrow it with a Date range, or filter by movement type:
Stocktake Record · Delivery · Incoming Transfer · Outgoing Transfer · Waste · Sale · Production · On Hand Update
Each entry shows the movement type, the date and time, who made it, and the effect on stock.
An = figure means a count was set to an absolute value (e.g. a stocktake), while a + or − figure means the movement adjusted the quantity (e.g. a delivery adding stock). Select an entry to see further detail.
Setting Par Levels
Set a par level - the quantity of a product or recipe you'd like to have on hand at all times - to help manage stock.
Find the product, input the quantity, and select the unit of measure (use the pencil on the row, or edit it on the Stock item page). This saves automatically.
Use the Status column to quickly spot items that have dropped below their par level. The Below minimum tab lists everything under par, and the Above minimum tab shows everything you have enough of.
The On Hand column
The On hand column shows how much stock you currently have of an item, based on our records.
If you need to, you can update this manually - click into the box and type the quantity you have on hand. This is recorded in the item's Stock movements as an On Hand Update, so there's always a record of who changed it and when.
Understanding sub-recipe stock calculations
Sub-recipes with Count in stocktake ticked appear in your Live Stock Levels. Understanding how their stock is calculated will help you manage them.
Why sub-recipe stock can become negative
There is no automatic stock movement record whenever you make a sub-recipe - the system only tracks when a sub-recipe is used, not when it's made.
For example, with a sauce sub-recipe:
Starting point: a stocktake shows 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 7L used, but didn't know you made more sauce during the week.
Preventing negative sub-recipe stock
When you make more of a sub-recipe, manually update its On hand quantity. This creates a record that increases the stock level.
How stock depletion works for main recipes
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 you have enough on-hand stock to cover the depletion, the system reduces the main recipe's stock level.
Example: you have 20 sandwiches in stock, sell 10 and waste 5. The system reduces sandwich stock by 15, leaving 5 — and keeps tracking the main recipe.
Scenario 2 — stock shortage (ingredient depletion)
When you don't have enough on-hand stock to cover the depletion, the system reduces the ingredient stock levels as well as the main recipe.
Example: you have 5 sandwiches in stock but sell 10 — a shortage of 5. The system reduces the ingredients (bread, sauce, filling, and so on) by the amount needed for the 5 missing sandwiches.
Why: a shortage means you sold or wasted more than you had recorded stock for, so you must have used ingredients to make those extra products. Depleting the ingredients keeps your ingredient inventory accurate even when main recipe 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 aren't shown in the Live Stock Levels table - instead we show the stock levels for the linked main recipes and supplier products.
When a CPU order's status is changed to fulfilled, Edify identifies the linked recipe or supplier product and adjusts stock accordingly (see How stock depletion works for main recipes above).
Live Stock Level settings
Select Settings (top right of the list) to open Live stock settings and choose which items appear:
Show unavailable items — reveal items marked as unavailable.
Show hidden items — reveal items you've hidden from the table (off by default).
Toggle what you need and select Save.
Hiding items
If there are supplier products or recipes you don't want to see in Live Stock Levels, select the eye icon on the row to hide the item. Hidden items stay tracked in the background but are kept out of the list — toggle Show hidden items in Settings to bring them back into view.
👋 Items are hidden at a User level, not a Company or Site level.