Auto-tracked products

An auto-tracked product gets its stock from your sales, not from a count. Each day that you sold it, Rinvy subtracts the units sold from its stock. Use it for items that you sell one for one, for example bottled soda, canned beer and packaged snacks.

Auto-tracking needs the Standard or Pro plan and a sales feed. The feed is a sales upload or Toast auto-sync.

Turn on auto-tracking

Owners and managers can turn it on. A product must be tracked by quantity. A status-tracked (OK, LOW, OUT) product or a non-inventoried product cannot be auto-tracked.

  1. Go to Products. Add a product, or open one to edit it.

  2. In guided setup, pick Auto-tracked on the tracking step. In the quick form, turn on the Auto-tracked switch.

  3. Enter the Selling price. This is what a customer pays for one.
  4. Optional: enter a Menu category, for example "Drinks".

  5. Enter the Starting count. This is how many you have on the shelf now. If the product comes in cases, enter full cases and loose units.

  6. Save the product.

Rinvy creates a menu item for the product, so that your POS sales can match it. The starting count becomes the baseline. The baseline is the count that sales are subtracted from.

How stock goes down

After each sales upload or Toast sync, Rinvy does these steps for each auto-tracked product:

  1. It finds the product's latest count. This is the starting count or the latest recount.
  2. For each business day after that count, it adds up the units sold. A combo that contains the product counts too.
  3. It writes one stock change for each day: the stock before, minus the units sold that day.

Days on or before the latest count do not change the stock. If you upload the same days again, Rinvy recalculates those days. It does not subtract the sales two times.

Stock can go below zero. Rinvy does not stop at zero, because a negative number tells you that something left the shelf without a sale, or a delivery was not recorded.

Recount the shelf

Auto-tracked products do not show on the normal count sheet. Recount them from time to time to correct the stock:

  1. Go to Take Inventory.

  2. Tap Recount auto-tracked items.

  3. Count what is on the shelf for each product. The page does not show the expected number, so the number that you see does not influence your count.

  4. Tap Save recount.

Each recount becomes the new baseline. Sales after the recount subtract from the new number. Owners, managers and staff can recount. The recount shows in the activity history as Recount.

When the sales feed stops

If the sales feed stops, the stock of an auto-tracked product stays at its last number. If your sales data is two or more open days behind, Home shows a Sales data is stale row in Worth a look. Closed days do not count. Upload the missing sales, or look at your Toast sync, to clear the row.

Turn off auto-tracking

  1. Open the product on Products.

  2. Turn off the Auto-tracked switch.
  3. Tap Save product.

The product shows on the count sheet again. Rinvy keeps its menu item, so that you can turn auto-tracking on again later. If your kitchen moves to the Free plan, you can still turn auto-tracking off.

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