Product and supplier register
Name, unit, VAT rate, CPV code, nutritional values per 100 g. Supplier details fetched by tax ID (NIP) from the GUS (Statistics Poland) database.
Storeroom and canteen
A canteen storeroom with documents that add up
Receiving deliveries, issuing to the kitchen, physical stocktakes and summaries for the accounts department, in one set of records for all of the municipality’s facilities. Every stock issue has a document, a price from a specific delivery and the person who raised the document.
RW document no.: RW/0031/SP/09/2026
- Issuing storeroom
- SP · food storeroom
- Destination
- Kitchen
- Meal
- lunch, 22.09.2026
- Number of children
- 142
- Gross value
- PLN 318.40
- Amount per child
- PLN 2.24
A tidy shelf does not mean tidy records
The same item has three different names in three facilities, and the stock is only pulled together at the end of the month. One product register and documents raised as you go change that.
How it works
From receiving a delivery to the summary for the accounts department
Three document types and one closing. Each is raised by a person with permission for that storeroom.
CCatering manager
Receives a deliverySupplier, invoice number, items from the register with price and expiry date. A batch is added to stock.PZ document
CCatering manager
Issues to the kitchenChooses a meal from the menu and the items. The app takes the goods from the oldest batch and calculates the amount per child.RW document
CCommittee
Does the physical stocktakeThe app fills in a draft with the current stock; the committee enters the quantities counted. The stocktake locks earlier documents against editing.Stocktake
AAccounts department
Downloads the summariesPZ summary, RW summary, stock card for a given day and stock card for a period. All in PDF, with document numbers.PDF summary
Issue document
Number format, columns and signatures as on the RW printout from the app. Sample items and prices.
RW with the amount per child
The issue to the kitchen is linked to a meal from the menu, so the document shows the day, the meal type, the number of children and the cost per child.
RW document no.: RW/0031/SP/09/2026
| No. | Name | Quantity | Net price | VAT rate | Gross price |
|---|---|---|---|---|---|
| 1 | Potatoes | 28.000 kg | PLN 1.80 | 5% | PLN 1.89 |
| 2 | Boneless pork loin | 14.000 kg | PLN 18.90 | 5% | PLN 19.85 |
| 3 | Tomatoes | 6.000 kg | PLN 6.40 | 5% | PLN 6.72 |
| 4 | Sour cream 18% | 4,000 l | PLN 7.10 | 5% | PLN 7.46 |
Total gross: PLN 318.40
Meal day: 22.09.2026 · Meal type: lunch · Number of children: 142
Amount per child: PLN 2.24
In words: three hundred and eighteen zloty 40/100
Issued by
Received by
Physical stocktake
Approved
Headings, committee fields and signature as on the form printed from the app. Sample items.
A stocktake that closes the period
The app fills in a draft with the current stock; the committee enters the quantities counted. The printout has space for the committee members and the approver’s signature.
Stocktake of 30.09.2026
| No. | Name | J.m | Quantity | Price | Value |
|---|---|---|---|---|---|
| 1 | Wheat flour type 500 | kg | 42,000 | PLN 2.35 | PLN 98.70 |
| 2 | Rapeseed oil | l | 18,000 | PLN 7.90 | PLN 142.20 |
| 3 | Rice | kg | 25,000 | PLN 4.60 | PLN 115.00 |
| 4 | Fusilli pasta | kg | 16,000 | PLN 5.20 | PLN 83.20 |
Total: PLN 439.10
Approved by
Stores
What you get in the storeroom
PZ receipts
A document with items, net and gross prices and expiry date. Numbering PZ/0001/abbr/MM/YYYY assigned automatically.
RW issues priced FIFO
Goods come out of the oldest batch at its price. If the quantity is not there, the app will not let the document be issued.
Stock by batch
For each product you can see its batches: which delivery, how much is left, at what price and until when.
Physical stocktake
A draft filled in with the stock; the committee enters the quantities counted. The printout has space for the committee members and the approver’s signature.
PDF summaries
PZ summary, RW summary, global stock card for the period and stock card for a given day, saved in the app.
Canteen
What you get in the canteen
Meal types per facility
Breakfast, lunch, afternoon snack. Each school defines its own.
Weekly grid
Days in rows, meal types in columns. The meal description and the number of children are entered in the cell.
Issue linked to a meal
The RW points to a meal from the menu, so the cost of ingredients lands on a specific day.
Amount per child
The value of the issue divided by the number of children, shown on the RW document.
Nutritional values
Energy, protein, fat, carbohydrates and sugars per child, calculated from the product register.
Multiple facilities
Each school has its own storerooms and menu. A staff member sees the facilities they have permission for.
Limits
What this module does not do
So that the municipality knows what it is buying before it signs.
Does not collect parents’ declarations
There are no parent accounts, lunch sign-ups, absence notices or meal payments. The number of children is the number entered for the meal.
Does not order from suppliers
The PZ document is created on delivery. Orders are placed outside the app.
Does not manage recipes
There are no portion weights per child and no allergens. The menu is a meal description and a number of portions.
Does not do the bookkeeping
Summaries come out as PDFs. The accounts department makes the entries in the finance and accounting system.
What changes
Before and after launch
Today
- A separate spreadsheet kept in each facility
- The same thing named three different ways
- What is left in the storeroom, checked on the shelf
- Stocktake retyped from paper sheets
- Meal cost worked out at the end of the month, by eye
After the rollout
- One set of records for all facilities
- One register, so the summaries add up
- Stock changes with every document
- Physical stocktake compared with the records straight away
- Amount per child on every issue
Questions
What people ask about most
Do we need to buy barcode scanners?
No. The module works with data entered from the keyboard. Items are chosen from the register, so they do not have to be typed in again.
Can we bring over our current spreadsheet?
We set up the product and supplier register together during rollout, standardising the names along the way. The opening stock is entered with the first physical stocktake.
Does every facility see everything?
No. Permissions are granted per facility and per storeroom. A manager sees their own school; the department at the council office sees all of them.
What if someone issues goods that are not in stock?
The app will not let the document be saved. A message points to the item with insufficient quantity.
Can a document be corrected after the fact?
A PZ can be corrected as long as nothing from that delivery has been issued and there has been no physical stocktake since. After a stocktake, the documents from before it are closed.
Where do we start?
With one facility and one food storeroom. Once that works, we add more storerooms and schools.
One day
A day in the storeroom
Morning: delivery
The supplier’s invoice becomes a PZ document. The goods go into stock as a batch with a price and an expiry date.
Before lunch: issue
The catering manager raises an RW for a meal from the menu. The kitchen gets the list, and the document shows the amount per child.
End of month: stocktake
The committee counts what is on the shelves and enters the quantities in the draft stocktake. Differences show up straight away.
Let’s start with one storeroom
All it takes is a list of the products in use today and the stock from the last stocktake. We configure the rest together.