How to download stock import templates and edit stock item data

  Table of Contents
  1. Pack Contents explained
  2. Stock Import Template
  3. Manually Adding/Editing Stock Item data

Important:  In the new UI users can now import Stock Items that will be populated into the Stock Items in Kitchen Manager. 

Pack Contents explained

The Stock Import feature calculates fields such as Units Per Pack, Weight Per Pack and Base UOM using the Pack Contents field. In this example we are using Brakes Baked Beans, the Pack Contents is identified in the Pack Size and Case quantity [1] data and Pricing [2].


NOTE The pack contents field should not include dimensions, as this will impact the calculations (i.e. If a pack of cling film measuring 250mm by 450mm contains 3 units, this should be recorded as 1x3 (or 3x1) in the pack contents, not 1x3x250x450).

Set the Priced By [3] to either Pack or Kg and fill in the Pack Contents [4] using the supplier Pack Size and Case quantity data.


Excluding the units of measure (e.g. kg, g, ml) in the Pack Contents will impact the way the system calculates the Units Per Pack [5] (i.e. Units per pack: 1 x 2.62), the Weight per pack [6] will not be calculated and the Base UOM [7] defaults to each.

When units of measure are included in the Pack Contents the system will ignore the number directly preceding the units of measure as part of the calculation for the Units Per Pack field (i.e. Units per pack: 1 x 6 = 6).


The Weight per pack is calculated from the all the numbers in the pack contents (i.e. Weight per pack: 1 x 6 x 2.62 = 15.72) and the Base UOM is set to the units provided (i.e. Base UOM = kg).

Click the Remove Row button [8] to remove a manually entered row that has been entered in error.

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Stock Import Template

This can be done using a downloadable spreadsheet.

Go to Admin [1] > Stock Item Import [2] > Actions button [3] > Download Template [4]


When the Template is Downloaded [5] open it via the download bar on the browser.

In Excel click Enable Editing [6] to start adding content, use the Example [7] provided as a guide.


Important:  Units per pack, Weight per pack and Base UOM are calculated from the Pack Contents field. This field should not include product dimensions. 

When filling in the Super Category [8], Category [9] and Sub Category [10] fields use the Food Categories [11] that have been created in Kitchen Manager Admin [12]. If the category you need does not exist in Kitchen Manager Admin, enter it into the spreadsheet column and Kitchen Manager will automatically create it for you.


The Template can be broken down into three sections:

The first section is the Stock Item details [1], these cells must be filled in to ensure that all the relevant data is available to make best use of the Menu Management Costing and Recipes features.


The second section are the Allergen details [2], it is advised that these details are filled in with Yes/No answers to ensure that all Recipes and Menus contain this essential data so Students with food Allergies and Dietary Restrictions only have access to Meal Selection options that are safe for them.

The third section are the Nutritional values [3] of each Stock Item, these details are required to make best use of the Nutritional Analysis features.


The following data is optional as not all Suppliers provide this data:

  • Energy (kcal/100g)
  • Fat (g/100g)
  • Saturated Fat (g/100g)
  • Salt (g/100g)
  • Total Sugar (g/100g)
  • Free Sugar (g/100g)
  • Carbohydrate (g/100g)
  • Protein (g/100g)
  • NSP (g/100g)
  • Iron (mg/100g)
  • Zinc (mg/100g)
  • Calcium (mg/100g)
  • Vitamin A (µg/100g)
  • Vitamin C (mg/100g)
  • Folate (µg/100g)
  • Sodium (mg/100g)
  • Potassium (mg/100g)
  • Magnesium (µg/100g)
  • Riboflavin (mg/100g)
  • Vitamin D (µg/100g)

When you have completed the Stock Item Template save it to your desktop, click the Actions button [1] and click Upload File [2].


Select the saved Stock Item Template from your Desktop and when the Stock Item Template is uploaded the Stock Items Details table [3] is automatically populated.

NOTE In the event you need to clear the uploaded data, click the Clear All [4] button.

Calculate Button

When the Stock Item Details table is complete, click the Calculate button [1] before pressing Save [2] to confirm the system has calculated Units per pack, Weight per pack and Base UOM as expected.


NOTE This cannot be done after clicking the Save.

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Manually Adding/Editing Stock Item data

If you need to manually add an additional Stock Item, click the Add Row [1] button to add an Empty row [2] to the Stock Items Details table.


The Empty row in the Stock Item Details table is editable, click on one of the empty cells and manually enter the data. The Exclamation Icon [3] will highlight required cells (red) in the row that are incorrect or empty. Hover the mouse cursor over the Exclamation Icon to reveal which cells are incorrect or empty.

NOTE When manually adding the data, the cells will validate whilst typing.

HINT You can use the existing Stock Items Template to Copy [3] an entire row of data and Paste it into the Stock Items Details table.


In the event you identify a spelling error or incorrect data in the Stock Item Details table, click the Cell [4] where the error is and manually edit it.


In the event you do not identify a spelling error or incorrect data in the Stock Items table, and you have clicked Save [5], the error can be corrected in Kitchen Manager.

Editing Saved Stock Item Data

Go to Kitchen Manager > Admin [1] > Stock Items [2]


In this example the typo was in the Super Category cell, this has generated a new Super Category [3]. To edit the Stock Item details, open the Super Category, and click the Stock Item [4].

In the Edit Stock Item window click the Super Category drop down [1] and set it to the correct super category. This will move the Stock Item to the correct category (Meat [2]) and delete the new Super Category that was created.

NOTE This can also be done for Categories, Sub-categories, and Suppliers.


If any of following details are incorrect, they can also be edited in the Edit Stock Item window:

  • Code
  • Stock Item
  • Pack contents
  • Price
  • Priced by
  • Units per pack
  • Weight per pack
  • Base UOM
  • External ID

Click Save [3] when done.

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