Fish / fresh-food stock

Goal

Keep fresh-food stock moving fast enough that nothing expires on the shelf, every batch is traceable, and waste is recorded so the team can see why it happened.

Where this happens

• In the back office (Core App): open Stock Management → Receive Stock / GRV for receiving, Stock Categories for grouping fresh-food items, Expiring Stock for the short-dated list, and Stock Adjustments to write off waste. Open Reports & Analytics for the waste-variance check.
• On the till (Retail POS App or Restaurant POS App): ring fresh-food sales on the POS screen; the till updates stock counts automatically.

A fresh-food store is the same as a retail store for most workflows — what changes is the batch + expiry + first-out-by-date discipline. The receiving clerk and supervisor own the fresh-food discipline; cashiers ring sales and tell the supervisor when a short-dated item is in the till area.

Prerequisites

• Signed in to the correct store and role.
• The supplier delivery note at hand (for receiving).
• Approved supervisor sign-off for any write-off or adjustment.
• A short list of what's short-dated today (run Expiring Stock first).

Steps

1. Receive with batch + expiry

1. Open Stock Management → Receive Stock / GRV in the back office.
2. Pick the supplier from the dropdown. If the supplier is not in the list, stop and ask your supervisor to add the supplier.
3. For each line, scan the barcode or type the stock code, then enter the quantity received and the cost.
4. Fill in Batch and Expiry for every fresh-food line. The batch is on the supplier label; the expiry is the use-by date on the case.
5. Click Save and write the GRV number on the delivery note before you file it.

2. Use the weigh station

1. For items sold by weight (whole fish, fillets, loose produce), use the weigh station at the counter.
2. Place the item on the scale, wait for the weight to settle, then enter the weight into the till.
3. Confirm the price-per-kilogram before saving the sale so the total matches the label.

3. First out by date (FIFO by expiry)

1. When putting stock away, push the items with the earliest expiry to the front of the shelf or cold store.
2. When ringing a sale at the till, pick the item with the earliest expiry for that line.
3. If two batches of the same item have different expiries, sell the older one first.

4. Short-dated handling

1. Run Stock Management → Expiring Stock at the start and end of the day.
2. Move short-dated items to the till area so they sell before they spoil.
3. Offer a same-day discount only if your store's rule allows it, and record the discount through the Specials screen so the till and inventory match.

5. Waste variance

1. Compare GRV Reports (what came in) to Sales Dump Export (what went out) for the same date range.
2. Look for items where received minus sold is higher than expected — that is the waste variance.
3. Record any waste you find as you find it (don't wait for end of day) so the cause is still clear.

6. When to write off

1. Anything past its expiry goes through Stock Management → Stock Adjustments with reason Expired.
2. Anything damaged (broken cold chain, torn packaging, off smell) goes through Stock Adjustments with reason Damaged or Waste.
3. Get supervisor approval before saving the adjustment, and keep the adjustment reference with the day's notes.

Expected result

• Every fresh-food GRV has a batch and expiry recorded for every line.
• Items with the earliest expiry sell first (FIFO by expiry).
• Short-dated items are flagged on the Expiring Stock list and moved to the till area in time.
• Expired or damaged stock is written off through Stock Adjustments with the right reason.
• The waste variance report makes sense — what came in, what went out, and what was written off add up.

Edge cases

• A delivery arrives with no batch or expiry on the label. Stop and tell the supplier you need one. Do not save the GRV without batch + expiry on a fresh-food line.
• An item is past its expiry on the shelf. Pull it from the shelf, mark it for write-off, and raise a note for your supervisor before the day's cashup.
• The waste variance looks high. Recount one line end-to-end (GRV → sell-through → adjustment). If the numbers still don't add up, raise a Support ticket with the line, batch, and date.
• A short-dated item cannot be discounted. Send it to the supervisor for an Expired or Waste adjustment instead — do not throw it out without recording the write-off.
• The weigh station reads differently from the label. Re-weigh on a calibrated scale. If they still differ, raise a ticket before the day's end.

Related

• Stock
• How to receive stock (GRV)
• Recipes
• Production
• Suppliers
• Reports
• End-of-day checklist