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Inventory management hand in hand with the cash register

The OktoPOS Manager offers you an integrated reporting system, controlling, and a management tool for your website content. It unites all data and information from the various modules in a central, clear platform. This allows you to always have up-to-date insights into your business processes and the ability to respond immediately to changes.

Additionally, special functions for tax advisors and the export of sales data significantly facilitate the daily operations of your financial accounting.

Inventory Control and Management

Efficiency, consistency and control through integration of materials control and cash registers.

Materials management is a challenge for branch operations with a high volume of small transactions.

The integration of materials management with the cash register is a must. OktoPOS Cash uses article data from the central OktoPOS Manager database and feeds it with consumption values in return. This is the basis for a functioning materials management.

Consumed articles can be dissolved into their ingredients listed in their recipe. Deliveries and waste are recorded. With this data, a stock account is maintained for every article. After stock count, deviations between expected vs. actual amounts and values is displayed.

The quality of the results depends on the quality of the entered data. For complex and non-standardized production processes, deviations of expected vs. actual quantities are often tolerated.

Pommery champagne bottles

Presentation of the integration of cash registers into the merchandise management system
List of merchandise management inventory evaluation

Inventory with expected vs. actual values


Inventory is managed using physical count lists or by entering stock amounts directly in the OktoPOS Manager. Moreover, a mobile MDE device (Android) can be used to capture the inventory by barcode and export it to the OktoPOS Manager. Deviations between expected vs actual amounts / values are displayed. The materials account of a given article can be opened directly from the inventory for deviation analysis.

Inventory valuation is carried out using provided article prices. The inventory comparison function displays the resulting changes in inventory value and booking list for financial accounting purposes.

Purchase order recommendation

The purchase order recommendation list considers the sales of the last days and the stock levels. Articles that have a recipe are broken down in the ingredients.

The purchase order recommendation list can be edited manually and be sent by e-mail to the suppliers.

View of the order proposal list in the merchandise management software

Purchase order recommendation

A cash register with an input mask for waste/breakage

Entry of waste on the cash register


The target / actual comparison can only be correct if not only the sales are automatically recorded via the cash register but also waste / breakage.

Waste and breakage can be recorded either directly through the cash register or in the OktoPOS Manager.

At the cash register not only sales items can be recorded as waste but also ingredients.

Waste lists can be evaluated in the OktoPOS Manager.


An article possesses various attributes which conventional cash register systems do not take into account. In the OktoPOS Manager, the various attributes are entered directly in the article file and are thus available for the other modules.

Box with icons for ingredients, allergens, settings and much more
Presentation of all article attributes in the database as an infographic


An article can be sold in various ways. This may trigger different prices and VAT rates. To avoid creating a separate article for each distribution option, various prices and VAT rates can be entered that depend on the following parameters:

  • Branch
  • Distribution channel (in-house, take away, delivery service, etc.)

For each branch, the currency can be defined. Thus, the same article can be sold internationally in different branches and different distribution channels. This enables comprehensive article reports.

Presentation of the price calculation independent of the currency
Article file with price table in the merchandise management software

Price table for an article

Product Calculation

The system calculates the material-cost-ratio for each article. The gross margin report lists daily gross margin results for every article in every branch.

Presentation of the material cost ratio calculation
View of the product calculation within the management software

Product calculation by recipe


  • Article administration
  • Supplier administration
  • Inventories
  • Storages
  • Expected vs. actual analysis
  • Order recommendations
  • Recipes
  • Prices
  • Allergens
  • Nutritional values
  • Additives
  • Expiration dates
  • Product calculation
  • Gross margin calculation
  • Deliveries
  • Waste
  • Production planning
Listing of gross profits in merchandise management software

Overview of contribution margin
of sold items in a selected time period


Analysis of consumption, allergens, nutritional values and additives through the recipe.

Recipe ingredients in bowls

Recipes can be stored in the article file for all artices produced or modified in the branch

This enables the following:

  • Ingredient consumption booking / bookings / Entry
  • Definition of contained allergens by the recipe
  • Definition of contained additives by the recipe
  • Calculation of nutritional values by the recipe
  • Identification of non-vegetarian and non-vegan articles by the recipe
  • Product calculation by the recipe
Inventory management software with a list of recipe ingredients

Recipe / parts list in the article file

Nutritional values

Nutritional values of the end-products can be calculated by the recipe.

Sushi dish

Nutritional values can be entered for each article.

End products nutritional values are calculated using the recipe. Since these values do not necessarily correspond to the total nutritional values of the ingredients, they can be corrected manually in each step.

Nutritional values of all ingredients of a burger
Item nutritional values list in inventory management software

Calculation of nutritional values in the article file

Publication channels of the nutritional values for guests and staff


Nutritional values can be used for the following purposes:

List of nutritional values and further information for a Caesar salad

Printout of the article information via the receipt printer

Checkout interface showing the nutritional values of an item

Indication of nutritional values in the cash register

Receipt printout with product nutritional values and allergens

Printout of the article information via the receipt printer

Allergens & Additives

Allergens and additives can be calculated through the recipe.

Dandelion in the wind

Allergens and additives can be entered for each article. The system uses the recipe to determine the allergens and additives that are contained in the end-products.

Tracking allergens and additives in complex recipes is barely possible without the support of a powerful system.

The information about allergens and additives can be used for the following purposes:

Allergen and additive display for all connected branches
Listing of the allergens of all components for a burger

The article database can be filtered by allergens and additives. Thus, all articles that contain a certain allergen or additive can be found at the click of a button.

Article list filtered by allergens and additives in merchandise management

Filtering the article database by allergens

Item file with a list of allergens and additives in material management

Determination of allergens in
the article file through the recipe


Create orders directly from the system.

Smiling delivery man


Each supplier has a supplier file. In the supplier file, the articles and purchase prices delivered by it are maintained per store.

Order proposals

The system automatically calculates order proposals based on the sales. These can be taken over for orders.

Order proposal list in the inventory management software

Purchase order recommendation


Orders can be generated as a PDF and sent by e-mail to the supplier.

It is possible to transfer orders directly to the merchandise management system of the supplier. For this an individual connection of the supplier is necessary.

MDE Device

With the MDE device (mobile data collection device), reorder quantities can be recorded and transferred to the OktoPOS Manager in order to generate an order.

Deliveries can also be scanned with the MDE device and saved as a delivery note in the OktoPOS Manager.

MDE device with OktoInventory to record items

Production control

Warehouse worker with Clipboard

Replenishment system

OktoReplenish is the solution for reorders in the warehouse of materials for production.

The production orders articles via a terminal. The articles can be selected and sent via the article buttons. The orders appear on the stock monitor and are processed.

Consumption can be recorded by material movements in the merchandise management system.

www.oktoreplenish.com (DE)

Animation employee places articles on a conveyor belt

OktoCapture - Replenishment system

OktoCapture records production output quantities. This is used for inventory management and statistics.

The data is recorded with a touchscreen terminal on which the production items are available as buttons. Alternatively, the items can be captured via barcodes with a scanner.

Articles can be recorded as pieces, weight or volume. Optionally, variants of the article (e.g., colors, sizes, etc.) may be captured.

OktoCapture is directly connected to the OktoPOS material management system. In the inventory management, the stock-level is tracked and inventories are entered. The produced articles are broken down in the inventory management via the recipe or parts-list into their components.

Each transaction can be automatically exported to a third-party system (for example, SAP or Oracle) in real time.

The OktoPOS Manger provides a variety of reports.

Satisfied employees in production

Production planning

Calculate ingredient quantities

Cooking ingredients
Listing of necessary ingredients for production in the inventory management

Ingredient calculator

With the ingredient calculator you determine the demand for ingredients for a selected production quantity of one or more products.

When calculating several products at the same time, the quantities of ingredients can be cumulated.

Label Printer - OktoLabel

Labels for packaged foods.

Epson label printer
Several mugs with example label with product information

OktoLabel, scale, Label Printer

An article is selected on the touch-screen and the number of labels is set. The printer produces the labels with all relevant information like price, price per unit, quantity, ingredients, additives, allergens, nutrition values, expiry date and barcode.

Representation of the connection of a label printer


  • Connected to the OktoPOS Manager article database
  • Connection of label printer
  • Connection of scale (optional)
  • Price
  • Price per unit
  • Quantity
  • Expiration dates
  • Ingredients
  • Additives
  • Allergens
  • Nutrition values
  • Barcodes
  • Etc.
Dough bags in the kitchen with cash register and printer

System requirements

  • Software:
  • Windows 10 logo
  • Windows 11 Logo
  • Hardware:
  • Touchscreen PC
  • Printer
  • Scale
  • Data connection:
  •  LAN