Overview
The Inventory & POS module is an optional add-on in FoodBank Manager that gives your team real-end-to-end visibility over your entire supply inventory—ranging from individual canned goods and packaged meals to hygiene products, clothing, cleaning supplies, and pallet-level stock—while streamlining distribution through an integrated Point of Sale (POS) system.
With precise inventory management, your team can optimize stock levels, reduce food spoilage, ensure fair and efficient distribution, and maintain consistent accuracy across your organization.
Note: The Inventory module is an optional add-on available exclusively in FoodBank Manager at $25 per month per location. This is NOT a standalone product.
TABLE OF CONTENTS
- Overview
- Key Features & Capabilities
- Getting Started with Inventory Setup
- Managing Inventory Stocks
- Reports (Inventory)
- Holding Inventory for Guest Reservations
- POS (Point of Sale)
- Frequently Asked Questions (FAQ)
Key Features & Capabilities
Explore the powerful features designed to give you complete control and visibility over your food supply chain:
End-to-End Inventory Management: Seamlessly manage your entire supply chain, overseeing inventory every step of the way from intake all the way to client distribution.
Items & Packages: Track individual food/non-food items or group them into pre-set bundles or packages.
Locations, Zones, & Tags: Organize and track inventory accurately across multiple storage sites, specific zones, and custom tags.
Barcode & Scanner Ready: Speed up check-ins, counts, and checkouts with integrated barcode scanning.
Reporting: Gain actionable insights with robust, up-to-date reports on stock levels and distribution trends.
Point of Sale (POS) Checkout: Streamline food distribution and client tracking using an integrated POS system.
Getting Started with Inventory Setup
Establish your inventory master list before recording any incoming or outgoing stocks. Setting up storage locations, organizing your items, and entering initial quantities builds a solid foundation for accurate tracking and consistent reporting.
Setting Up Inventory Locations
Define the physical areas where your food items, care packages, and supplies reside. Setting up clear storage zones ensures volunteers and staff can locate items instantly and maintain precise stock counts.
How to create an Inventory Location:
Go to Manage > Inventory > Locations.
Click the + Create New button.
Enter the location details (Name, Zones).
Click Save.
Adding & Managing Tags
Tags allow you to organize items by flexible, custom attributes (e.g., frozen, boxed, canned, hygiene, clothing) without altering your core product names. This makes filtering and searching your inventory quick and easy.
How to create & manage Tags
Go to Manage > Inventory > Tags.
To add new tags:
Click the blue + Add more tags button in the top right corner.
Enter the tag name.
Click Save.
To edit or delete existing tags:
Under the Action column in your Tags list, click the Pencil icon to edit a tag's name.
Click the Trash icon to delete a tag you no longer need.
An export button is also available if you need to export your tags list for backups, sharing, or offline review.
Creating Inventory Items
Add regular food items, emergency supplies, and general goods to your inventory catalog so you can track stock counts and distribute them easily.
How to create an Inventory Item:
Go to Manage > Inventory.
Click Items in the left menu, then select New.
Required: Enter the Name.
Optional Details:
Upload a Photo (up to 1 MB).
Fill in Description, Price, Weight (lb), and Points.
Set Min/Max Counts, select a Nutrition Indicator (where applicable), and assign Tags.
Click Save.
(Optional) Building Packages
When distributing pre-sorted bundles (e.g., Family Emergency Kit, Weekend Backpack Snack Pack), assemble Packages. Link individual inventory items into a single bundle so that distributing one package automatically deducts all component items from your stock.
How to create a Package:
Go to Manage > Inventory.
Click Packages in the left menu, then select New.
Required:
Name: Enter a clear identifier for your bundle.
Location: Choose the inventory location where this completed package will be stored once created.
Items: Build your package by adding individual inventory items:
Select Item: Choose an existing item currently available in your inventory catalog.
Select Zone: Pick the specific storage zone where that item is located.
Quantity: Set the required number of units for this package.
Click the + button to add the item to the package list. Repeat this process to add more items to your package.
Optional Details:
Upload a Photo (up to 1 MB).
Enter a Description and select Tags.
(Note: Price, Weight, and Points are read-only and automatically calculated based on the included items).
Click Save.
(Optional) Adding Item/packages SKU
Assigning SKU or barcode identifiers to individual items and packaged bundles enables rapid scanning during intake and distribution, drastically reducing manual data entry errors for staff and volunteers.
How to add Item/Package SKUs:
Go to Manage > Inventory.
Click Add Item/Package SKU at the top of the left navigation menu.
Scan or type the barcode number into the field.
Select the corresponding item or package from the drop-down list to link it to the barcode.
Click Save.
Managing Inventory Stocks
Keep your stock levels accurate by updating quantities in real-time. Whether receiving new shipments, recording donations, logging damaged items, or moving stock to another inventory location, you can quickly adjust stock levels directly from the inventory list.
Adding Inventory Stock Quantity
Use this option when receiving new stock, purchases, or donations.
Go to Manage > Inventory.
Go to Items > List in the left menu.
Locate the item and click the Plus icon (+) under the Action column.
Select the Location where the new stock will be stored.
Choose a Reason (e.g., New, Correction, Found New, Purchased, Donation Received, or Distribution Received).
Enter the number of items to add in the + Quantity field.
(Optional) Add a Note.
Verify the Date Performed.
Click Save.
Deducting Inventory Stock Quantity
Use this option to remove stock due to distribution, spoilage, damage, or loss.
Go to Manage > Inventory.
Go to Items > List in the left menu.
Locate the item and click the Minus icon (-) under the Action column.
Select the Location where the stock was stored.
Choose a Reason (e.g., Removed, Donation Removed, Correction, Distributed, Damaged, Spoiled, or Lost).
Enter the number of items to deduct in the - Quantity field.
(Optional) Add a Note.
Verify the Date Performed.
Click Save.
Moving Inventory to Another Location or Zone
Use this option to transfer stock from one storage area to another without changing your total overall inventory count.
Go to Manage > Inventory.
Go to Items > List in the left menu.
Locate the item and click the item name.
Click the More... dropdown menu at the top and select Move.
Select the current Location (source) and the Move to location (destination).
Enter the Quantity to transfer.
(Optional) Add a Note.
Verify the Date Performed.
Click Save.
Every stock movement—including manual additions, deductions, transfers, and POS activity—along with details on who performed the action and why, is recorded in Items Audit Logs. This gives you a complete, transparent record of inventory activity across your pantry, making it easier to track transactions, review changes, and maintain accountability.
To access Items Audit Logs:
Go to Manage > Inventory in the top menu.
Select Items > Audit Logs on the left navigation panel.
Reports (Inventory)
The Reports feature within the Manage Inventory section provides data and actionable insights on your pantry's inventory operations. Use these specific inventory reports to track stock levels, monitor item distribution to guests, analyze donor contributions, and identify items that need restocking. This can be accessed by navigating to Manage > Inventory > Reports.
Holding Inventory for Guest Reservations
Inventory items and package bundles can be linked directly to guest reservations in FoodBank Manager. Holding stock for scheduled appointments prior to distribution provides three key inventory-management benefits:
Prevents Over-Allocation: Locks designated items in advance so walk-in distributions never consume stock committed to scheduled appointments.
Separates Reserved vs. Available Stock: Distinguishes total physical inventory on hand from reserved holds, giving team members an exact count of stock truly available for distribution.
Improves Inventory Forecasting: Provides stock managers with early visibility into upcoming demand, making it easier to plan reorders and restocks before shelf levels run low.
Step 1: Create the Item & Link to Inventory
Before an item can be reserved on a guest appointment, it must first be created and mapped to your system's inventory:
Go to Manage > Reservations > Guest Choices and click Create Item.
Enter the item Name.
(Optional) Add a Description.
Click the Link to Inventory dropdown and select or search for the matching inventory item and location.
(Optional) Upload a Photo (up to 1 MB) and set a Stop Light (Health Indicator).
Set Status to SHOW to make the item available for reservations. You can switch it to HIDE at any time to temporarily deactivate it.
Click Save.
Step 2: Create a Pick List
Group your created items into curated pick lists for guest reservations:
Go to Manage > Reservations > Guest Choices and click Create Pick List.
Enter the Name for the pick list.
Select the Tracking Method you want to associate with this pick list.
(Optional) Add a Description for the pick list.
In the Comment Label field, add any comments, instructions, or allergies here to assist in gathering your order.
Set the Priority number to determine display order (1 appears first, 2 second, etc.).
Set status to SHOW to make the item available for reservations. You can switch it to HIDE at any time to temporarily deactivate it.
Configure Limit Rules: Click Create next to Limit Rules to set maximum allowable item quantities:
No Residence: Set the Items Qty limit for guests without a residence.
Choose Allocation Type:
Select BY HOUSEHOLD and set a flat Items Qty allowed per household, OR
Select BY HOUSEHOLD SIZE to set item quantity tiers based on the number of individuals in the household.
Click Save inside the modal to apply the limit rule.
Add Categories & Assign Items:
Enter a Category Name (e.g., Produce, Staples), select a Category Limit Rule, and click the + (plus) icon to create the category block.
Inside the created category, use the Items dropdowns to select linked inventory items.
Select or create a new limit rule for each item.
Click the + (green plus) icon to add additional item fields within the same category.
To add another category, enter a name in the blank Category Name field below and click the + (plus) icon.
Click Save to create the pick list.
Understanding Limit Rules
Limit rules control how many items a client can select when making a reservation. They operate at three distinct hierarchy levels:
Step 3: Select & Add the Items to Guest Reservation Orders
Once a guest reservation is created—whether in Pending or Confirmed status—an order can be built and linked directly to the appointment.
Inventory items can be added to the reservation order internally by staff or selected directly by the guest through the Guest Portal. The moment an item is added to an order, the corresponding inventory units are placed on hold (Onhold Qty). This locks the designated stock to ensure items remain available for the guest's scheduled appointment and prevents over-allocation during walk-in distributions.
Managing Guest Reservation Orders Internally
In a Pending or Approved reservation, navigate to Manage Orders.
Browse the active Pick List layout organized by categories and item cards. Use the + and - buttons to select items and adjust quantities. The system automatically enforces the Pick List, Category, and Item limit rules.
(Optional) Add Notes: Enter special instructions, dietary preferences, or allergy notes in the comment field.
Click Save Orders to apply selections and place an immediate hold on the inventory.
Managing Guest Orders via Portal
(Requires the Portal add-on feature to be enabled)
When the Portal is enabled, guests can select their desired items and submit their orders online as part of the reservation booking process. This allows guests to place their orders in advance, making it easier for your team to prepare for their visit.
Below are the steps guests can follow to submit their orders through the Portal:
Access the pantry's Portal URL.
Select the appropriate Help Desired category and Outreach time slot.
Click Continue.
Enter your Portal login credentials, or create an account if you don’t have one yet.
Choose items from the active Pick List layout using the + and - buttons within allowable category and item limits.
Select Agree & Confirm Reservation to submit. The selected items will automatically be attached to the reservation, and the corresponding inventory units will be placed On Hold.
The Portal is designed exclusively for guest use—staff do not access or place orders through the portal. While guests can modify their orders online only while their reservation is in Pending status, staff retain complete administrative control to review, update, or modify any portal-submitted order directly within FoodBank Manager (FBM) at any time.
Note: Adding items to a reservation temporarily places the stock on hold rather than deducting it immediately. Once the visit is fulfilled, the inventory will be updated to reflect the final distribution in your official inventory records.
POS (Point of Sale)
The Inventory Add-On comes with an integrated Point of Sale (POS) feature designed to streamline guest distributions by allowing staff and volunteers to scan or select items directly during a visit. Saving the order automatically updates stock levels in real time and links the distributed items directly to the guest’s visit record.
Processing an Order using POS
Follow these steps to build and save a guest's order during a visit:
Upon completing a guest visit, click New Order to launch the POS interface.
Search for the item by scanning its barcode or entering its name in the search field. You can also narrow down the search results by filtering the inventory location.
Click the green Shopping Cart Icon next to an item in the search results to add it to My Cart.
Verify selected items and quantities in the My Cart section on the right side of the screen.
Click the blue Save Order button in the top right corner to finalize the distribution and update inventory counts.
Canceling a Saved POS Order
If an order was previously saved and needs to be canceled:
Open the guest's visit record and select Update Order to launch the POS interface.
Click the Cancel Order button in the top right corner.
When the confirmation prompt appears, select how you would like to handle the items from the canceled order:
Yes, Return Items to stock – Reinstates the items back into your available inventory counts.
Yes, Set the items as lost – Removes the items from inventory and logs them as lost stock.
Click Confirm to complete the cancellation.
Frequently Asked Questions (FAQ)
Do I need to purchase a barcode scanner to use the POS system?
No. While standard USB or Bluetooth barcode scanners speed up checkouts, you can also search for items manually by typing their name or SKU into the search bar.
Can the same item exist in multiple storage locations?
Yes. You can assign and track quantities for a single inventory item across different locations and zones without having to duplicate the item in your catalog.
What should I do if a guest decides to exchange an item during POS checkout?
Before saving the order, you can adjust item quantities or remove items directly in the My Cart panel. If the order has already been saved, open the visit record, select Update Order, and adjust the items accordingly.
What happens to the reserved stock if a guest misses their reservation appointment?
If an appointment is canceled or unfulfilled, you can release or cancel the order. Canceling the order removes the hold, returning the reserved items to your main available stock pool.
What happens if an item runs out of stock while I'm creating a bundle or package?
Creating a Package does not deduct physical items from inventory. Items are only deducted when the package is distributed to a guest or transferred. If any individual component stock is zero, you won't be able to fulfill orders containing that package.
Can this module track non-food supplies, such as clothing or cleaning items?
Yes. The inventory module supports any resource your organization manages, including hygiene products, cleaning supplies, clothing, equipment, and food items.
Why is the + icon to add stock to packages greyed out?
Package availability is automatically calculated from component stock levels. You cannot manually add stock to a package; instead, availability increases automatically when you add stock to its individual component items.
What happens if I deduct stock from a package?
When you deduct stock from a package (such as for distribution or manual removal), the system automatically deducts the required individual component quantities from your inventory based on its configured items.
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