Papaya Inventory tracks every stock change through three key workflows: wastage (recording loss), production (making prep items), and movements (the full audit trail). Together they give you complete visibility into where your stock goes.
Wastage
Recording wastage helps you identify patterns and reduce loss. Go to Inventory → Wastage at the outlet level to log waste as it happens.
Recording wastage
Click Add Wastage.
Search for the product and enter the quantity wasted.
Select a reason:
Expired — product passed its use-by date
Spillage — accidental loss during handling
Overproduction — too much was prepped and could not be used
Damaged — product was damaged in storage or transit
Add optional notes for context (e.g. "found at back of walk-in fridge").
Click Save. The quantity is deducted from stock immediately.
Review your wastage entries over time to spot trends. The Inventory Overview dashboard includes a wastage trends chart that breaks down waste by reason, so you can see whether expired items or overproduction is your biggest source of loss.
Production
Production is how you record the making of prep items — sauces, doughs, marinades, and other items that are assembled from raw ingredients. Prep recipes must be set up at the merchant level first (see Getting Started with Papaya Inventory).
Producing a prep item
Go to Inventory → Production at the outlet level and click Add Production.
Select the prep recipe you want to produce.
Enter the number of batches. The system shows which ingredients will be deducted and in what quantity based on the recipe.
Click Produce. The ingredient quantities are deducted and the prep item stock increases.
‼️ Make sure all required ingredients are in stock before producing. If any ingredient has insufficient stock, the system will warn you — you can still proceed, but stock levels for that ingredient will go negative.
For example, producing 2 batches of Tom Yum Paste might deduct 4 kg of chillies, 2 kg of lemongrass, and 1 kg of galangal, while adding 6 kg of Tom Yum Paste to your prep item stock.
Movement History
Every stock change in Papaya Inventory is recorded as a movement. Go to Inventory → Movements at the outlet level to see the full audit trail.
Each movement entry shows:
Date and time
Product affected
Type — Goods Receipt, Order Deduction, Wastage, Production, Stock Count Adjustment, or Manual Adjustment
Quantity change — positive for additions, negative for deductions
Running balance — the stock level after this movement
Deep link — click through to the source record (the goods receipt, order, wastage entry, etc.)
Use the movement history to investigate discrepancies, verify that orders are deducting correctly, and trace exactly when and why a stock level changed.
Inventory Overview Dashboard
The Inventory → Overview page at the outlet level gives you a snapshot of your inventory health:
Total stock value — based on latest purchase prices from goods receipts
Items below par level — products that need reordering
Items below reorder point — critical stock alerts
Wastage trends — a chart showing waste over time, broken down by reason
This dashboard is your starting point each day to understand what needs attention.
This article is part of the Papaya Inventory series. See Getting Started with Papaya Inventory for the full overview and setup guide.