KitchenLens

Module 4 – Inventory Dashboard

Version 1.0 Active ← Module 3

🎯 Module Overview

Primary Purpose: Maintain an accurate, live picture of all stock on hand across Dry, Cool, Freezer, and Prep areas without performing manual stocktakes. Quickly see low stock, upcoming expiries, and total stock value to support ordering and profit tracking.

👨‍🍳

Primary Users

Head Chef / Manager

Full dashboard access & control
👨‍🍳

Quick Adjust Mode

Kitchen Hand / Junior Chef

Limited quick adjustment access
👔

Reporting Access

Admin / Accountant

Read-only reporting and analytics
4
Storage Areas
Live
Stock Tracking
Auto
Stock Updates
0-100
Health Index

🎯 User Goals

📊

Live Stock Picture

Accurate, real-time view of all stock across all storage areas

🚫

No Manual Stocktakes

Eliminate manual counts with automated tracking

⚠️

Proactive Alerts

Quickly identify low stock and upcoming expiries

💰

Value Tracking

Monitor total stock value for ordering and profit tracking

📦 Storage Area Overview

📦

Dry Store

Ambient temperature items: flour, rice, canned goods, spices

🟢 72 items OK 🟠 8 items low
🧊

Cool Room

Refrigerated items: dairy, fresh produce, prepared items

🟢 45 items OK 🔴 3 items critical
❄️

Freezer

Frozen goods: meat, seafood, frozen vegetables, ice cream

🟢 38 items OK 🟠 5 items low
🔪

Prep Area

Prepared ingredients and ready-to-cook items

🟢 21 items OK ⚫ 2 items expired

🔄 Workflow Stages

1

Access & Overview

🏠
  1. Open "Inventory" tab
  2. Default view shows summary cards:
    • Stock Value ($)
    • Low Stock Items
    • Expiring Soon
    • Waste %
  3. Swipe between tabs: Dry Store / Cool Room / Freezer / Prep Area
Dashboard View Multi-Area
2

Review & Adjust

✏️
  1. Tap an item tile → see photo + details (qty, expiry, last delivery, avg cost)
  2. Use Quick Adjust (+/−) or Voice Entry ("minus two beef brisket")
  3. Optional: add note or photo for damaged stock
  4. Tap "Save" → instant dashboard update
Quick Edit Voice Input
3

Shift Routine

⏰
🌅 Start of Shift:

App prompts "Start-of-Shift Stock Check Ready?" showing only Critical/Low items per area

🌆 End of Shift:

"Update Stock Before Close?" with summary of changes + waste detected

👔 Manager Review:

Manager approves adjustments or adds comments

Automated Smart Prompts
4

View Trends & Reports

📊
  1. Tap "Insights" tab for graphs:
    • Stock value trend
    • Weekly waste %
    • Expiry alerts
  2. Filter by supplier or category
  3. Export PDF or CSV reports
Analytics Export

⚙️ System Logic & Calculations

📊 Data Consolidation

  • Consolidates data from Deliveries, Waste, Recipe Usage and Reorder modules
  • Supports offline cache → auto sync when online
  • Logs all stock movements (time, user, device, location)

🧮 Smart Calculations

Current Quantity

Current Qty = (Deliveries + Manual Adjustments) − (Waste + Usage)

Days Remaining

Days Remaining = Current Qty ÷ Avg Daily Usage

Stock Health Index

Health Index = 0–100 score Based on: balance, expiry, waste

🚨 Smart Alerts & Flags

  • Flags items below minimum or within 3 days of expiry
  • Pushes low-stock alerts to Smart Reorder Engine
  • Sends manager notifications for critical items

📅 Expiry Management

Hybrid expiry logic:

  • Pull from invoice OCR data
  • Detect expiry dates on product photos
  • Allow manual entry and override

📊 Dashboard KPIs & Summary Cards

💰

Stock Value

$24,567
+5.2% vs last week
⚠️

Low Stock Items

16
3 critical
⏰

Expiring Soon

8
2 expire today
📉

Waste %

3.2%
-0.8% improvement

🎨 Color-Coded Status System

🟢 OK / Optimal

Stock levels are healthy, no action needed

🟠 Low Stock

Below minimum threshold, reorder soon

🔴 Critical

Immediate action required, risk of stockout

⚫ Expired

Past expiry date, must be removed

Expiry Date Color Tags:

Green: > 3 days Amber: 1-2 days Red: Today / Expired

🗄️ Data Inputs & Dependencies

📦 Confirmed Deliveries

  • Delivery logs
  • OCR invoice data
  • Received quantities
  • Expiry dates

🗑️ Waste Module Entries

  • Verified waste logs
  • Pending waste entries
  • Waste quantities
  • Waste categories

📊 Recipe Usage Data

  • POS integration
  • Manual prep logs
  • Recipe ingredients
  • Usage quantities

🤖 Smart Reorder Module

  • Min/Max thresholds
  • Target stock levels
  • Reorder points
  • Lead times

🏢 Supplier Database

  • Product master (SKU, brand, size)
  • Supplier information
  • Category mappings
  • Unit conversions

👤 User Roles & Permissions

  • Access levels
  • Edit permissions
  • Reporting rights
  • Approval authority

🎨 UI Elements & Features

📱 Main Interface Components

📊
Visual Summary Cards (Top Bar)

Stock Value ($), Low Stock Count, Expiring Soon, Waste %

🗂️
Tabbed Storage Areas

Color-coded tiles: 🟢 OK / 🟠 Low / 🔴 Critical / ⚫ Expired

🎙️
Voice Button for Quick Adjust

Hands-free voice commands for prep zones

📈
Graphs & Trends

Value trend line chart + waste % visualization

⚡ Interactive Features

🔔 Shift Prompts

Popup at shift start/end: "5 critical items to review"

🔍 Manager Filters

Filter & sort by category, supplier, expiry date

📤 Export & Reports

PDF/CSV export with customizable date ranges

📡 Offline Indicator

"3 changes pending sync" when offline

💡 UX Design Guidelines

Tablet Optimization

Optimized for tablet horizontal orientation with large tap zones

Visual Mode Default

Large tile view with +/− buttons for quick adjustments

Hands-Free Voice

Support voice adjustments for prep zones (gloves on)

Expiry Color Tags

Green >3 days, Amber 1-2 days, Red today/expired

Role-Based Views

Manager login unlocks value and full reporting views

Offline Sync Status

Clear indicator showing pending changes count

Smart Prompts

End-of-shift summary eliminates manual stocktake

At-a-Glance KPIs

Key metrics always visible at top of dashboard

Quick Search

Fast product search with typeahead and filters

📈 Complete Process Flow

Start Open Inventory Tab
↓
Dashboard Overview 4 summary KPI cards
↓
Select Storage Area Dry / Cool / Freezer / Prep
↓
📊 View Items Color-coded status tiles
↓
Need Adjustment?
Yes
→
Quick Adjust +/−
↓
No
Review Insights Trends & analytics
↓
Shift Routine Check Start/End prompts
↓
✅ Updated Live stock tracking maintained