Frequently Asked Questions

Frequently Asked Questions

• Quick answers to common questions about BakeOnyx
• Learn how to manage accounts, orders, recipes, inventory, payments, and AI features
• Find solutions to everyday bakery management challenges

Here are answers to some of the most common questions bakers have about using BakeOnyx. We've organized them by topic to help you find what you need quickly.

Account and Setup

How do I change my currency?

You can easily change your bakery's default currency in your Settings. This setting affects how prices and reports are displayed, but it won't automatically convert any existing amounts already entered into BakeOnyx.

1. Navigate to Settings in the main menu.
2. Click on Business Profile.
3. Select your desired currency from the dropdown menu.
4. Click Save Changes.

How do I add a new staff member?

Inviting new team members to BakeOnyx is simple. You can assign different access levels to manage what each person can see and do within the system.

1. Go to Settings.
2. Select Team from the settings menu.
3. Click the Invite New Member button.
4. Enter the new member's email address.
5. Choose their role:
   • Owner: Full access to all features and settings.
   • Manager: Access to operational features like orders, recipes, and inventory, but not billing or team management.
   • Staff: Limited access, typically for order taking or basic input.
6. Click Send Invite.

Can I change my subscription plan?

Yes, you can upgrade, downgrade, or cancel your BakeOnyx subscription at any time through your billing settings.

1. Go to Settings.
2. Click on Billing.
3. Here you can view your current plan and select options to change it or manage your subscription.

Orders

Can I undo a delivered order?

If you need to make a change to an order after it's been marked as delivered, you can easily revert it to a previous status. Your reports will automatically update to reflect the change.

1. Open the specific order you need to adjust.
2. On the order detail page, you'll see an option to change the order status. Select any previous status (e.g., "In Progress," "Ready for Pickup").
3. Confirm the status change.

How do I handle refunds?

You can record refunds directly within an order. This ensures your financial reports are accurate.

1. Open the order for which you need to issue a refund.
2. Scroll down to the Payments section.
3. Click Add Payment.
4. Enter the refund amount as a negative number (e.g., -25.00).
5. Select the appropriate payment method and add a note if needed.
6. Click Save Payment.

What is the difference between Quick Add and Recipe Order?

These two options help you manage different types of sales:

• Quick Add: Use this for items you sell that don't have a standard recipe or cost you want to track precisely. You simply enter the item name, price, and quantity. It's great for custom orders or items priced on the spot.
• Recipe Order: When you select this, you link the order item to a specific recipe you've set up in BakeOnyx. This automatically calculates the cost of goods sold (COGS) based on your recipe's ingredient costs and helps track portions.

Recipes and Products

What is the difference between a recipe and a product?

It's important to understand these two concepts in BakeOnyx:

• Recipe: This is your "how-to" guide for making something. It includes all the ingredients, their exact quantities, step-by-step instructions, and the calculated cost to produce one batch.
• Product: This is "what" you sell to your customers. It includes the product name, selling price, an image, and its category. You can have multiple products (e.g., a small, medium, and large cake) that all use the same underlying recipe.

My recipe cost changed — will it affect existing orders?

No, your existing orders are safe. BakeOnyx records the ingredient costs at the exact moment an order is created. Any updates you make to your recipe costs will only apply to new orders placed after the changes are saved.

How do I create product variants (like different sizes)?

You can easily create different versions of a product, such as various sizes or flavors, each with its own price.

1. Go to the Products section.
2. Select the product you want to add variants to, or click Add New Product.
3. In the product editing screen, look for the Variants section.
4. Click Add Variant and define the variant's name (e.g., "Small," "Large," "6-inch," "9-inch").
5. Set a specific price for each variant.
6. Save your changes.

Ingredients and Inventory

How do I do a stock take?

Performing a stock take helps ensure your inventory counts are accurate. You'll adjust the system's count to match what you physically have on hand.

1. Navigate to the Inventory section.
2. Go through each ingredient one by one.
3. For each ingredient, use the Stock Adjustment feature.
4. Enter the actual quantity you have counted in your storage.
5. The system will automatically log the difference between the recorded stock and your counted stock.

Why is my ingredient cost wrong?

Incorrect ingredient costs usually stem from issues with how the purchase price is converted to your stock unit.

1. Go to the specific ingredient in your Inventory.
2. Check the Purchase Unit (e.g., "bag," "case," "kilogram").
3. Verify the Purchase Unit Cost.
4. Ensure the Conversion to Stock Unit is correct (e.g., if you buy flour by the 50lb bag but track it by the pound, the conversion is 50).
5. The system calculates the cost per stock unit using: Purchase Cost / Quantity in Stock Units. Double-check these values.

Can I track packaging materials?

Yes! You can track items like boxes, bags, and containers just like ingredients. Simply add them to your inventory and set their itemType to packaging. This ensures they are accounted for in your overall costs.

Payments and Billing

What payment methods can customers use online?

BakeOnyx integrates with Stripe and Square to allow your customers to pay online using various methods:

• Stripe: Accepts major credit/debit cards, Apple Pay, and Google Pay.
• Square: Accepts major credit/debit cards.

You can set up and manage these integrations in Settings under the Payments section.

How do I track partial payments?

If a customer makes a payment in installments, you can record each payment as it comes in to keep the order balance up-to-date.

1. Open the relevant order.
2. In the Payments section, click Add Payment.
3. Enter the amount of the payment received.
4. Select the payment method used.
5. Save the payment. The remaining balance will update automatically.

Is there a transaction fee?

BakeOnyx itself does not charge any transaction fees for processing payments. However, the payment processors (Stripe and Square) do charge their standard processing fees, which are typically around 2.9% + $0.30 per transaction.

Reports

Why does my P&L show zero?

A zero Profit & Loss (P&L) report usually means the date range selected doesn't contain the necessary data. To see revenue, you need orders that have been marked as Delivered and have had payments recorded. For Cost of Goods Sold (COGS) to appear, those delivered orders must also include products that are linked to recipes.

How do I export a report?

Exporting your reports is easy and can be done directly from the report page.

1. Navigate to the report you want to export (e.g., P&L, Sales Summary).
2. Look for the Export options, usually displayed as buttons like Export to PDF or Export to CSV.
3. Click your preferred format to download the report.

What is food cost percentage?

Food cost percentage is a key metric that tells you how much of your selling price is used up by the cost of ingredients. It's calculated as: (Ingredient Cost / Sell Price) x 100. For most bakeries, a target food cost percentage is typically between 25% and 35%.

AI Features

What can Bake Buddy do?

Bake Buddy is your AI assistant within BakeOnyx, capable of performing a wide range of tasks (over 78 actions across 20 different areas!). It can help you create orders, check ingredient stock levels, analyze profit margins, generate production schedules, and answer specific questions about your bakery's data. You can access Bake Buddy by clicking the chat icon on any page.

Is my data used to train AI?

No, your bakery's data is kept completely private. It is only used to provide answers and perform actions relevant to your specific bakery within your BakeOnyx account. Your data is never shared with third parties or used to train AI models for other businesses.

Next Steps

• Setting Up Your Business Profile
• Managing Your Team
• Creating and Managing Products
• Tracking Inventory
• Integrating with Payment Processors