Kitchen Inventory Management runs ingredient stock work from item and location setup through supervisor review, reservation and signed stock movement. Kitchen teams record base units and dated lot balances, follow vendor arrivals and keep container custody visible during receiving and preparation.
Stock lots in one list
| Lot code | Item | Storage location | Quantity on hand | Received at | Expires at | |
|---|---|---|---|---|---|---|
| OIL-261012-A | Unsalted butter, 500 g | Bakery ingredient rack | 610 | 21 Oct | 29 Oct | |
| FLOUR-261010-B | Flat-leaf parsley, bunch | Freezer room B | 380 | 22 Oct | 25 Oct | |
| CREAM-261014-C | Flat-leaf parsley, bunch | Freezer room B | 380 | 20 Oct | 24 Oct | |
| RICE-261008-A | Heavy cream, 1 L | Bakery ingredient rack | 40 | 18 Oct | 27 Oct | |
| BERRY-261004-D | Flat-leaf parsley, bunch | Freezer room B | 50 | 21 Oct | 25 Oct |
Inventory Supervisor approves the current request revision and retains the reviewed rationale.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep ingredient identity, base units and dated lot balances clear before stock is requested.
Stock items
| SKU | Name | Base unit | Item category | Tracking mode | Unit cost | |
|---|---|---|---|---|---|---|
| OIL-EV-5L | Extra virgin olive oil, 5 L | Liter | Cooking oils | None | 560 | |
| FLOUR-AP-25KG | All-purpose flour, 25 kg | Kilogram | Dry goods | Lot | 410 | |
| CREAM-HV-1L | Heavy cream, 1 L | Each | Dairy | Serial | 780 | |
| RICE-BAS-10KG | Basmati rice, 10 kg | Bunch | Frozen produce | None | 200 | |
| BERRY-MIX-2KG | Frozen mixed berries, 2 kg | Case | Fresh produce | Lot | 580 |
Track eligible kitchen storage locations and container custody during receiving and preparation.
Storage locations
| Code | Name | Contact name | Address | Eligibility note | Organization | |
|---|---|---|---|---|---|---|
| COOLER-MAIN | Main walk-in cooler | Amara Velez | 18 Alder Quay, kitchen level | Chilled goods only, 0 to 4 C | Elmwick Banquet House | |
| DRY-STORE | Dry goods storeroom | Jonah Okafor | 42 Mossbridge Lane, rear dock | Dry sealed goods only | Alder Row Bistro Group | |
| FREEZER-B | Freezer room B | Priya Bellwood | 7 Willowbend Road, service entrance | Frozen goods below minus 18 C | Elmwick Banquet House | |
| PASTRY-COOL | Pastry prep cooler | Mateo Salcedo | 63 Harbor Fern Way, cold store | Pastry ingredients, labeled lots | Harbor Fern Foodworks | |
| DOCK-COLD | Receiving cold dock | Nina Farouk | 29 Elmwick Street, basement | Receiving hold until checked | Elmwick Banquet House |
Connect delivery appointments to inspected receiving quantities and approved stock requests.
Review waits for the inventory supervisor
| Record number | Subject | Item | Location | Counterparty | Requested units | |
|---|---|---|---|---|---|---|
| SR-64132 | Transfer olive oil to prep kitchen | Heavy cream, 1 L | Main walk-in cooler | Main walk-in cooler | 600 | |
| SR-59702 | Receive morning produce delivery | Basmati rice, 10 kg | Bakery ingredient rack | Main walk-in cooler | 950 | |
| SR-83959 | Reserve cream for pastry service | Basmati rice, 10 kg | Freezer room B | Bakery ingredient rack | 940 | |
| SR-27751 | Issue flour to bakery station | All-purpose flour, 25 kg | Freezer room B | Dry goods storeroom | 640 | |
| SR-13070 | Move frozen berries to dessert prep | All-purpose flour, 25 kg | Bakery ingredient rack | Freezer room B | 40 |
Carry a kitchen stock request from a named owner into a revision-bound supervisor decision.
Stock requests
| Record number | Subject | Item | Location | Requested units | Required by | |
|---|---|---|---|---|---|---|
| SR-94207 | Transfer olive oil to prep kitchen | Extra virgin olive oil, 5 L | Dry goods storeroom | 160 | 22 Oct | |
| SR-60786 | Receive morning produce delivery | Frozen mixed berries, 2 kg | Freezer room B | 390 | 29 Oct | |
| SR-24973 | Reserve cream for pastry service | Basmati rice, 10 kg | Dry goods storeroom | 900 | 26 Oct | |
| SR-29386 | Issue flour to bakery station | Heavy cream, 1 L | Produce wash room | 490 | 15 Oct | |
| SR-78465 | Move frozen berries to dessert prep | Frozen mixed berries, 2 kg | Freezer room B | 90 | 02 Nov |
Hold eligible lots for kitchen demand and distinguish a reservation from a posted stock deduction.
Stock reservations
| Reservation number | Lot | Request | Reserved units | Expires at | Revision | |
|---|---|---|---|---|---|---|
| SR-89025 | Cream lot, expires Oct 19 | Restock rice at hot line | 330 | 13 Oct | 110 | |
| SR-13383 | Rice lot, received Oct 8 | Transfer olive oil to prep kitchen | 350 | 14 Oct | 320 | |
| SR-69955 | Tomato lot, expires Oct 18 | Receive morning produce delivery | 170 | 31 Oct | 60 | |
| SR-99202 | Butter lot, expires Nov 2 | Issue herbs for dinner prep | 760 | 31 Oct | 300 | |
| SR-43545 | Olive oil lot, received Oct 12 | Restock rice at hot line | 860 | 29 Oct | 60 |
Record channel priorities and effective safety-stock rules beside item reorder settings.
Par level policies
| Name | Organization | Channel | Priority | Safety stock units | Par rule | |
|---|---|---|---|---|---|---|
| Weekend dinner produce par | Cedar Quay Kitchen Group | Dine-in dinner | 420 | 60 | Keep two days of dinner produce | |
| Daily pastry dairy par | Stonebrook Dining Collective | Pastry production | 70 | 270 | Hold 12 L cream for pastry | |
| Bakery flour minimum | Willowbend Catering | Bakery production | 580 | 130 | Reorder flour below 50 kg | |
| Hot line rice reserve | Cedar Quay Kitchen Group | Breakfast service | 770 | 750 | Keep 30 kg rice on hot line | |
| Frozen fruit backup stock | Willowbend Catering | Catering orders | 870 | 20 | Reserve four berry cases |
Trace reviewed waste requests, posted quantities and compensating corrections without losing original evidence.
Stock requests
| Record number | Subject | Item | Location | Requested units | Required by | |
|---|---|---|---|---|---|---|
| SR-93253 | Transfer olive oil to prep kitchen | Heavy cream, 1 L | Dry goods storeroom | 590 | 24 Oct | |
| SR-32946 | Receive morning produce delivery | Unsalted butter, 500 g | Dry goods storeroom | 690 | 12 Oct | |
| SR-26815 | Reserve cream for pastry service | Unsalted butter, 500 g | Freezer room B | 550 | 12 Oct | |
| SR-12137 | Issue flour to bakery station | Cherry tomatoes, 5 kg | Dry goods storeroom | 40 | 19 Oct | |
| SR-72644 | Move frozen berries to dessert prep | Heavy cream, 1 L | Produce wash room | 960 | 11 Oct |
Kitchen stock request to verified completion ships ready to use. One step needs a named approval before the work moves on: Review request (Inventory Supervisor).
Identify the ingredient, location and inspected quantity needed by the kitchen.
Let Inventory Supervisor decide the current request and its supporting evidence.
Hold the selected lot only within its free eligible quantity.
Apply the approved signed stock effect and retain its operation result.
Compare recorded stock effects with the authorized request quantity.
Release unused holds when approved scope changes or is cancelled.
Open any stock lot to see its stock movements, the roles that work on it, its process stages and its approvals on one page.
Item, Storage location, Quantity on hand and Received at.
Each line is linked to this stock lot.
Inventory Clerk, Inventory Supervisor and Auditor, each with their own permissions.
Establish kitchen stock and Reserve eligible stock, with the role that acts.
Review request, with who decides.
Unsalted butter, 500 g · Available
| Record number | Item | Storage location |
|---|---|---|
| SM-50044 | Basmati rice, 10 kg | Freezer room B |
| SM-12708 | Unsalted butter, 500 g | Produce wash room |
| SM-70144 | Extra virgin olive oil, 5 L | Freezer room B |
Auditor has configured read access to operational and evidence records. Read-only review should not create another receipt, decision or stock effect.
Signed in as Inventory Supervisor
| Decision | Approver | |
|---|---|---|
| Review requestLet Inventory Supervisor decide the current request and its supporting evidence. | Inventory Supervisor |
Everyone opens Kitchen Inventory Management to the work that is theirs. Pick a role to see what it starts with.
Prepare stock requests, maintain items, lots, locations and operational records, and run the stock actions on the Operations Desk.
This is the first screen this role sees.
Stock requests · Inventory Clerk
| Record number | Subject | Item | Location | Counterparty | Requested units | |
|---|---|---|---|---|---|---|
| SR-64132 | Transfer olive oil to prep kitchen | Heavy cream, 1 L | Main walk-in cooler | Main walk-in cooler | 600 | |
| SR-59702 | Receive morning produce delivery | Basmati rice, 10 kg | Bakery ingredient rack | Main walk-in cooler | 950 | |
| SR-83959 | Reserve cream for pastry service | Basmati rice, 10 kg | Freezer room B | Bakery ingredient rack | 940 | |
| SR-27751 | Issue flour to bakery station | All-purpose flour, 25 kg | Freezer room B | Dry goods storeroom | 640 | |
| SR-13070 | Move frozen berries to dessert prep | All-purpose flour, 25 kg | Bakery ingredient rack | Freezer room B | 40 |
Review and decide stock requests, reverse movements, correct or cancel scope, reconcile, and maintain stock policies.
This is the first screen this role sees.
Stock requests · Inventory Supervisor
| Record number | Subject | Item | Location | Counterparty | Requested units | |
|---|---|---|---|---|---|---|
| SR-64132 | Transfer olive oil to prep kitchen | Heavy cream, 1 L | Main walk-in cooler | Main walk-in cooler | 600 | |
| SR-59702 | Receive morning produce delivery | Basmati rice, 10 kg | Bakery ingredient rack | Main walk-in cooler | 950 | |
| SR-83959 | Reserve cream for pastry service | Basmati rice, 10 kg | Freezer room B | Bakery ingredient rack | 940 | |
| SR-27751 | Issue flour to bakery station | All-purpose flour, 25 kg | Freezer room B | Dry goods storeroom | 640 | |
| SR-13070 | Move frozen berries to dessert prep | All-purpose flour, 25 kg | Bakery ingredient rack | Freezer room B | 40 |
Read-only access to every record and the evidence trail (decisions, receipts, movements).
This is the first screen this role sees.
Stock requests · Auditor
Maintain the organization and its team members.
This is the first screen this role sees.
Stock requests · App Administrator
Maintain user access and organization setup under the agreed administration policy.
Read available stock, late demand and completion exceptions from their actual source fields.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Available | 42 | ||
| Quarantined | 15 | 36% | |
| Expired | 5 | 33% | |
| Consumed | 1 | 20% |
Sample totals per stage
What remains on hand by item and location, and how much is Held for other requests?
Which dated lots reach the selected expiry cutoff, and which have no expiry evidence?
Which Draft, Review or Approved requests are past required date, and who owns their next action?
Which delivery stops are still Planned or Confirmed, and what arrival facts have been recorded?
Which active channel rules apply to each organization at the chosen date?
Which submissions have an approved decision and a traceable stock effect?
How does a compensating movement relate to its immutable original?
Which posted quantities fail to reconcile with the authorized request scope?
See how Kitchen Inventory Management fits your kind of team.
Coordinate ingredient receiving, preparation holds and reviewed waste across kitchen storage.
Keep ingredient demand, held lots and request deadlines clear during catering preparation.
Use organization-linked stock requests and evidence for school, hospital or workplace kitchen teams.
Each stage of kitchen stock request to verified completion names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Ask Proto to prepare stock evidence and configuration for the team to review.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 16 tablesStart with one team and one process, then add the rest once the basics are running.
Inventory Clerk and Inventory Supervisor choose the pilot ingredient group, base unit and storage locations. App Administrator resolves organizations, team members and users. Record how par-level policies apply to the pilot channel without treating its text rule as automatic ordering.
Load item and lot identities in the data-model order. Check on-hand quantity against the physical evidence and retain received date and known expiry date. Agree the migration cutoff so historic movement records are not replayed on top of an opening balance.
Prepare a request from Draft to Review, obtain the supervisor decision at its current revision and create an eligible hold. Test stale decisions, excessive holds and repeated operation keys using the published actions.
Execute approved stock work and compare the signed effect with the lot result. Cancel authorized unused scope to release holds, reverse an incorrect posted movement through compensation, and retain a failed reconciliation with the request unchanged.
Test the configured role boundaries with real accounts before extending access. Configure the team’s worklists and any required Admin setup permissions explicitly. Arrange external purchasing or kitchen planning handoffs only after the native stock results can be reconciled.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Kitchen Inventory Management for your business. Pilot an ingredient group with its receiving and storage locations, named clerk and supervisor, then rehearse a delivery, an eligible hold and a reviewed waste request before expanding access.
Par-level policies record channel, priority, safety-stock units, par rule and effective date for an organization. Stock items separately record reorder point and safety stock. Agree how the kitchen applies those settings when reviewing current stock and preparing the next request.
Record the vendor, receiving bay and observed arrival with the load, then review its linked appointment time and location. Keep the delivery note with the inspected stock request. Receiving progress and the signed stock result should explain the same physical arrival.
The waste action records review decisions, approves the current stock requests revision and writes matching operation receipt evidence. It refuses stale revisions and requests already Executed or Cancelled. Follow the later stock movement effect before treating the approved quantity as deducted.
Stock lots' on-hand quantity is the lot balance. The reservation action checks eligible quantity after active Held stock reservations. An excessive hold produces a Failed receipt with its shortfall; stock already promised to another request cannot be reserved again merely because it remains physically on hand.
Stock items' tracking mode supports None, Lot and Serial, and stock lots retain lot code, received date and optional expiry date. The lot states include Available, Quarantined, Expired, Consumed and Blocked. Record actual date evidence and test the workflow's eligibility rules rather than inventing a shelf life for an undated lot.
Inventory Supervisor uses the authorized scope correction or cancellation action, which releases held reservations. Cancelling scope does not reverse an already posted movement. Use the separate reversal action for a wrong stock effect and retain the original evidence.
Execution uses a stable source effect key derived from the request; reservation and decision work use stable operation keys. Replays return the established effect or decision. Preserve those identities through retries and rehearse that another lot balance change or hold does not occur.
The reconciliation action compares posted movement totals with the authorized request quantity. A mismatch writes a Failed operation receipt result and leaves the request unchanged. Read its failure reason and related movements before accepting the kitchen handoff as reconciled.
Read the active par policy for the organization and check its channel, priority and effective date. Compare the rule with current lot quantities and active holds, then explain the requested quantity to the clerk. Rehearse a changed policy with the next stock request before extending the operating procedure.
Start free, then use Proto to change fields, steps and approvals before your team goes live.