Number of Ordered Items vs Prepared

[Ashha]

Hi,

I have a bakery shop where we prepare our items as mass “i.e. 30 pieces per plate”. The issue we faced is during busy times, we don’t have clarity on the quantity of specific item in the pending orders, to make sure it is being prepared and to avoid delay on clients.

Example:

Available items (10 cupcakes chocolate, 10 strawberry, 10 vanilla).

3 Orders came together:

Order 1: 5 Chocolate & 5 Strawberry)

Order 2: 3 Chocolate & 4 vanilla)

Order 3: 5 Chocolate.

We spend 5 min preparing for each order, so by the time we reach order 3 we will discover that there is no enough chocolate cupcakes and we need to prepare new ones which will add delay time in addition to the 10 minutes we lost already.

So is there a way with Square or KDS to show me the total number of ordered items that didn’t go out yet “in the previous example 13 chocolate, 5 strawberry and 4 vanilla)?

[AdamB]

Thanks for your question and welcome to Seller Community, @Ashha!

Are you tracking inventory on your different items? You could turn that on and also set up low stock alerts. This will notify you when an order causes the number of items left in stock to go below whatever threshold you set. 

[Ashha]

Hi Adamsmasher,

It is not related to inventory, I am trying to track the one prepared and ready to be served / ordered to/by ccustomers.

[AdamB]

Ok, so in other words you can have an unlimited number of cupcakes but you want to only track how many you happen to have already prepared?

[Ashha]

Sorry for my late reply, I was busy exploring the available KDS systems to see if such feature is available with them.

The answer is YES.

[AdamB]

No worries! I think stock alerts still could work for this if you set your stock just to what you have prepared. The challenge will be setting it to an amount that is low enough to make sense to alert you to make more, but not so low that they sell out and prevent customers from ordering.

[knights9981]

Without using inventory stock limits, I need Square online report to show the quantity of items ordered and delivered that is updated in near real time. The Square online Orders page tracks the orders received online and their status (New, In Progress, Ready, Picked Up/Complete).  We also need to know the quantity of items ordered by their corresponding order status.  Suppose the store sells 2 items: burgers and fries.  For simplicity, assume each customer purchases exactly the same: 2 burgers and 3 fries. Over a 1 hour, 15 minutes period (1500 - 1615), the orders start coming in at 1455 (2:55 PM) and we stop taking orders at 1545, with a 15 minute prep time. Consider this scenario of orders flow.

Time	# Orders New	# Orders in Progress	# Orders  Ready	# Orders  Complete	Total Orders in work
15:00	25	10	0	0	35
15:15	50	25	10	0	85
15:30	60	50	25	10	145
15:45	0	60	50	35	145
16:00	0	0	60	85	145
16:15	0	0	0	145	145

While these orders are being processed, the business needs to know  how to anticipate the number of Burger and Fries orders coming and know many have been completed. Could Square Report or another query produce the following in CSV or online table format by request?

Burgers ordered, in progress, ready and complete.

Time	# Burgers New	# Burgers in Progress	# Burgers  Ready	# Burgers  Complete	Total Burgers
15:00	50	20	0	0	70
15:15	100	50	20	0	170
15:30	120	100	50	20	290
15:45	0	120	100	70	290
16:00	0	0	120	170	290
16:15	0	0	0	290	290

The same for Fries.

Time	# Fries New	# Fries in Progress	# Fries  Ready	# Fries  Complete	Total Fries
15:00	75	30	0	0	105
15:15	150	75	30	0	255
15:30	180	150	75	30	435
15:45	0	180	150	105	435
16:00	0	0	180	255	435
16:15	0	0	0	435	435

Real world orders are not so predictable, so having this report available throughout the open hours would really help us manage our production and workload.

Jim for Knights9981