Using the Shopping List

• See how much of each ingredient your upcoming orders need, compared with your stock
• Group the list by category, supplier, product or product tag
• Add up ingredients for a group of products, for example every size of the same loaf
• Print a clean PDF, tick items off on screen, and make draft purchase orders for anything short

What is the Shopping List?

The Shopping List looks at every order due in the dates you pick. For each product, it uses the linked recipe (including any sub-recipes) to work out how much of each ingredient you need. It then compares that with your current stock and shows what is short.

Open it from Shopping List in the left menu.

Choosing the dates

Next to Orders due, pick Today, Tomorrow, This week or Next 7 days (the default). To pick your own dates, tap the calendar button and choose a start and end date (up to 90 days).

Reading each row

• Ingredient — the item, with the orders that need it in small text below
• Amount needed — the total for all orders in your dates
• Stock — what you have now
• Need (red badge) — how much you are short. A green tick means you have enough.

If part of an ingredient comes from a sub-recipe (for example the butter in your buttercream), a small line shows how much comes from that sub-recipe.

Grouping the list

Use the grouping menu to change how the list is arranged:

• By Category — ingredients grouped by their category (flour, dairy, …)
• By Supplier — ingredients grouped by the supplier you buy them from
• By Product/Recipe — how much of each ingredient every product needs
• By Tag — the combined ingredients for all products that share a tag (see below)

Adding up ingredients by product tag

Tags let you treat several products as one group. For example, if you sell White Sourdough in three sizes, give all three products the tag Sourdough White. The shopping list can then show the ingredients for all sizes together.

Step 1 — Tag your products

1. Go to Products and open a product. Tap Edit.
2. In Tags, type the tag and press Enter. A product can have more than one tag.
3. Tap Save. Do the same for every product in the group. Tags you already use are suggested as you type, so the spelling stays the same.

Step 2 — Use the tags on the shopping list

• By Tag grouping shows one card per tag with the total of each ingredient. Under the tag name, To make shows how many of each product you need (for example Mini White × 10, Large White × 2). A product with two tags counts in both cards.
• The Tags button (next to the grouping menu) filters the whole list. Select one tag to see only those products.
• Select two or more tags (for example Sourdough White and Olive) to get one total for a mixed batch. In By Tag, a Combined card comes first with the total of each ingredient and the products to make for all the selected tags. You do not need to add the cards up. Each selected tag then shows on its own below it. A product with two selected tags is counted once in the Combined card.
• The filter also applies to the shortfall count, Create POs and the PDF. Tap Show all products to clear it.

Ticking items off

Tick the box next to an item when you have bought it. Ticked items move to the bottom of their group. Ticks are saved, so your team sees them too. Tap Clear checked to start again.

Printing the list (PDF)

1. Tap the PDF button (printer icon).
2. Choose what to show: Stock and shortfall, Tick boxes to tick on paper, and Items already ticked off. In By Tag with two or more tags, clear Each tag on its own too to print only the Combined total. Your choices are remembered on this device.
3. Tap Open PDF. The PDF opens in a new tab. Print it or share it from there.

The PDF uses the grouping and tags you have on screen. It does not show order numbers, so it fits on fewer pages. The PDF works the same on phones, tablets and computers.

Adding your own items

Tap Add Item (or the round + button on a phone) to add something that is not in a recipe, such as cleaning supplies or boxes. Give it a name, amount, unit and category. You can edit or remove it at any time.

Making purchase orders for shortfalls

When something is short, a Create POs button appears. It makes one draft purchase order per supplier for every short item, using the shortfall amount and the current cost. Check and change the drafts in Purchase Orders before you send them. Items with no supplier are skipped, and the message tells you how many.

Items Without Recipes

Products that have no linked recipe show in a separate Items Without Recipes card with their quantity. Work out their ingredients by hand, or link a recipe to the product so it is included next time.

Next Steps

• Creating a Recipe — set up recipes so the amounts are correct.
• Creating Purchase Orders — send orders to your suppliers.