Food traceability/Multi-site purchasing

Restaurant stock transfers: reconcile quantities and landed cost

Match dispatch and receipt by transfer ID, item, lot and base unit.

Kivloo editorial teamUpdated November 4, 2026

2 min read

At a glance

Match dispatch and receipt by transfer ID, item, lot and base unit. Record the accepted quantity and its landed cost as equal and opposite movements. Track any held or missing quantity separately until its physical disposition is confirmed.

Give both sites the same reference

Use one transfer ID on the dispatch and receipt. Record the sending and receiving sites, shared item, lot, expiry, base unit and currency. Convert two 5 kg tubs to 10 kg before comparing. Record what was requested, dispatched, physically received and accepted as separate quantities. BCcampus describes issuing and inventory records that support this separation.

BCcampus · Basic Inventory Procedures

Example record and review decision

Fictional transfer TR-1042 dispatches 10 kg of tomato sauce at €4.20 per kg. Riverside receives 10 kg, accepts 9 kg and holds 1 kg pending inspection. The completed movement is −9 kg and −€37.80 at the central kitchen and +9 kg and +€37.80 at Riverside. The pair sums to zero for quantity and value. Treat it as an internal stock movement within the same operation.

Keep the held kilogram visible

Record where the held kilogram physically sits, the reason, owner and next review time. Exclude it from both sites’ usable counts and reconcile the handoff separately at the reporting cutoff. If it is released and accepted later, record only the additional quantity. Record a return or write-off through the applicable process. When a lot-level concern cannot be isolated, wait for the site’s authorized disposition before posting affected stock.

Use the paired worksheet

Start with the worked row, then fill in a blank row for each verified item and lot. Open quantity is dispatched less accepted. For an accepted quantity above dispatch, investigate the overage before posting. Multiply the accepted quantity by that lot’s recorded landed unit cost and give the source the opposite sign. The CSV stores plain values. Recalculate after editing, and keep missing costs unresolved.

Record a completed transfer in Kivloo

Set up the same shared item, unit and currency at both sites and use Record a transfer after confirming physical delivery. The procurement beta allocates eligible source lots by earliest expiry and preserves their lot details and costs in both linked movements. Check that allocation against the accepted physical lots before posting. Quarantined and expired stock is excluded. Track pending dispatches, reservations and exceptions in your separate handoff record. Web setup and an active connection are required.

Kivloo · Procurement beta