Know what is in the canteen before it runs out
Every canteen sale reduces stock and every purchase adds to it, so you can see what is left, what to reorder and where items are going missing.
| Item | In stock | Reorder at | Status |
|---|---|---|---|
| Soft drink 345ml | 18 | 48 | Reorder |
| Water 500ml | 60 | 36 | OK |
| Tea leaves 900g | 2 | 3 | Low |
| Milk pack 1L | 6 | 10 | Reorder |
| Biscuits pack | 40 | 20 | OK |
| Chips small | 35 | 24 | OK |
Ready for a purchase list
Canteen stock list with sample items
Canteen stock that keeps itself current
Packed items such as drinks, water and chips reduce by one with each sale. Items made in the canteen, such as tea, can be linked to the milk, tea leaves and sugar they use, so the system estimates how much of each is consumed.
Purchases from your supplier add to stock with the cost price, and a regular stock count compares what is on the shelf with what the system expects. Differences are adjusted with a reason, so losses are visible.
Key points
- Stock reduces with every canteen sale
- Purchases add stock at cost
- Reorder levels and low-stock list
- Simple recipes for tea and made items
- Stock count with adjustments and reasons
How canteen stock moves
Step by step, the way it happens in your club.
Supplier delivery is entered with cost.
Stock and value update.
Table or counter sales reduce stock.
Items below reorder level are flagged.
Low items become a purchase list.
Shelf count corrects any difference.
Each item's movement
See exactly where stock came from and where it went.
| Date | Type | In | Out | Balance |
|---|---|---|---|---|
| 19-10-2026 | Opening | 96 | 96 | |
| 19-10-2026 | Sales (day) | 24 | 72 | |
| 20-10-2026 | Sales (day) | 22 | 50 | |
| 21-10-2026 | Purchase | 48 | 98 | |
| 22-10-2026 | Sales (day) | 51 | 47 | |
| 23-10-2026 | Sales (day) | 28 | 19 | |
| 23-10-2026 | Count adjust | 1 | 18 |
Item ledger with sample data
PURCHASE LIST
Draft| Item | Qty | Rate | Amount |
|---|---|---|---|
| Soft drink 345ml (crate 24) | 3 | 1,560 | 4,680 |
| Tea leaves 900g | 4 | 1,350 | 5,400 |
| Milk pack 1L | 24 | 260 | 6,240 |
| TOTAL | 16,320 |
Purchase list built from low stock (sample)
Simple stock tools for a club canteen
Included in Snooker POS, with no extra modules to buy.
Units & packing
Buy in crates or cartons, sell in pieces.
Simple recipes
Link tea to milk, tea leaves and sugar used per cup.
Supplier purchases
Record what you bought, from whom and at what cost.
Stock count
Count the shelf and adjust with a reason.
Wastage
Record spoiled or expired items separately.
Margin per item
Sale price against cost for every canteen item.
The numbers behind it
Examples of the reports this feature feeds. Figures are sample data.
Stock level vs reorder level
Soft drink 345ml over one week (sample data)
Canteen stock value by category
Share of stock value (sample data)
Notes from our setup team
Practical advice from setting up clubs like yours.
Drinks and snacks are the easiest to track accurately from day one.
An average per cup of tea is enough to spot unusual use.
A short weekly count of fast items catches losses early.
Writing off spoiled milk honestly keeps margins correct.
Canteen stock: common questions
Do we need to track every sugar packet?
No. You choose which items to track. Many clubs track packed items fully and estimate tea ingredients.
Can we enter supplier purchases?
Yes. Purchases are entered with supplier, quantity and cost, and stock increases right away.
Will it warn us before items run out?
Yes. Items below their reorder level appear on the low-stock list.
Can we import our canteen items?
Yes. Items, prices and opening stock can be imported from Excel during setup.
See canteen stock working in your club
Book a free demo and we'll show it with tables and rates like yours.