> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://support.haddock.app/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# 📦 Create your theoretical inventory

📌 [What is a theoretical inventory? ](#1-what-is-a-theoretical-inventory)

📌 [Key points for creating a theoretical inventory](#1-key-points-for-creating-a-theoretical-inventory)

📌 [Real case | Example](#1-real-case-example)

📌 [Recommendations for efficient use of the Theoretical Inventory](#1-recommendations-for-efficient-use-of-the-theoretical-inventory) 

📌 [How can the Theoretical Inventory help you?](#1-how-can-the-theoretical-inventory-help-you)

📌 [Frequently asked questions about the theoretical inventory](#1-frequently-asked-questions-about-the-theoretical-inventory)

---

Not knowing what your **inventory** is in real time can lead to critical situations, such as running out of stock during key sales periods, which could directly affect your operations and revenue.

With haddock you can have a **clear and accurate view** of your **stock** based on **real data and automatic calculations**.

# What is a theoretical inventory?

The Theoretical Inventory is a new feature available inside the **Inventories** section in haddock. This tool lets you calculate the current stock of your products based on:

1. Your last **recorded physical inventory**.
2. Purchases made **since** the last physical inventory (**delivery notes or invoices** depending on the supplier's configuration).
3. Sales recorded through the **POS** (taking into account the **recipe costings linked to POS items**).
4. The **waste** recorded in haddock (waste, breakage, etc.).

💡 This calculation answers a key question: *how much product should I have left at the end of the day or month?.*

---

# Key points for creating a theoretical inventory

#### 1. Based on the physical inventory

* The theoretical inventory starts from a **previously recorded physical inventory**. This serves as the starting point for calculating the current theoretical stock.
* ‼️ Make sure all products are included in a prior physical inventory.

#### 2. Purchase records

* Each **purchase** you upload to haddock (through delivery notes or invoices) is automatically added to the theoretical stock of the corresponding products.
* ‼️ Enter all invoices or delivery notes from the date of the last **physical inventory**.

#### 3. POS sales

* Sales recorded through your POS, together with the configured recipe costings, automatically deduct the corresponding quantities of each product used in those sales.
* ‼️ Every product you use in your recipes or dishes must be **linked** to a recipe costing.

#### 4. Waste

* Recorded waste (shrinkage, expired items, breakages) is subtracted from the theoretical stock.
* ‼️ Record your waste regularly to keep the data as accurate as possible.

#### 5. Result: Current theoretical stock

* The system automatically calculates the theoretical stock for each product based on this data, giving you a real-time view of your inventory.
* ‼️ The **recipe costings must be connected** to your POS items so sales are automatically reflected in theoretical stock.

---

# Real case | Example

1. On January 24, we created the **physical inventory** of the products stored in "Kitchen" to count the physical stock.

![](https://storage.googleapis.com/helpdesk-haddock-images/inventories/create-your-theoretical-inventory/images/01-real-case-example.png)

In this inventory, we added the different **stock on hand** we had available based on the purchased units, and haddock automatically calculates the cost based on the latest recorded price.

![](https://storage.googleapis.com/helpdesk-haddock-images/inventories/create-your-theoretical-inventory/images/02-real-case-example.png)

2.  From here on, the **theoretical stock** starts working automatically.

![](https://storage.googleapis.com/helpdesk-haddock-images/inventories/create-your-theoretical-inventory/images/03-real-case-example.png)

**"🫑 Italian Green Pepper"**

* Last physical stock, January 24, 2025 ➡️ **3 total units**
* Purchases made (invoices and delivery notes) **since** January 24: 10 peppers.
* Sales made since January 1: **(?)**

3. To know how many peppers we have after the sale, we need to add the product to a **recipe costing** and link it to the **POS sales item.**

![](https://storage.googleapis.com/helpdesk-haddock-images/inventories/create-your-theoretical-inventory/images/04-real-case-example.png)

*Below we show you the step-by-step process for how you can create a recipe costing and connect it directly to your sales item.*

![](https://storage.googleapis.com/helpdesk-haddock-images/inventories/create-your-theoretical-inventory/images/05-real-case-example.gif)

---

# Recommendations for efficient use of the Theoretical Inventory

* **Do a physical inventory weekly or monthly:** This will help you maintain an accurate base for calculating theoretical inventory.
* **Prioritize key products:** If you cannot record all products, focus on those with the highest value or that are essential to your operation.
* **Use the featured products function:** You can "Pin 📌" key products so they always appear at the top of the screen, making them easier to consult.

![](https://storage.googleapis.com/helpdesk-haddock-images/inventories/create-your-theoretical-inventory/images/06-recommendations-for-efficient-use-of-the-theoretical-inventory.png)

---

# How can the Theoretical Inventory help you?

#### 1. Variance control:

* Compare the **actual stock with the theoretical inventory** to identify losses, waste, or errors.

#### 2. Purchase optimization:

* Use theoretical inventory data to **forecast replenishment needs** before key products run out.

#### 3. Time savings:

* **Automate stock control** without relying on daily manual checks.

---

# 🕵🏼 Frequently asked questions about the theoretical inventory

* #### Can I view my theoretical inventory from my phone?

In this first version, the **theoretical inventory** is only available on the haddock website.

* **What happens if there are discrepancies between the theoretical inventory and the actual one?**

Discrepancies may be due to:

* Unrecorded waste.
* Errors in recipe costing setup.
* Products not correctly recorded in the physical inventory.

We recommend reviewing these points and adjusting the data accordingly.

* **Can I use the theoretical inventory without an integrated POS?**

No, this feature is only available to customers with an integrated or integrable POS.

* #### Do I need to update the theoretical inventory manually?

No, the system automatically updates the theoretical inventory based on recorded sales, purchases, and recipe costings.

* **How often should I update the physical inventory?**

We recommend doing it at least once a month so you have a recorded quantity for each product available in your restaurant inventory.

---