How does sales traceability work in tspoonlab?
Your businessās traceability loop is completed at the exit point. Whether you make an internal or external sale from the sales module, or prepare a dispatch for another business line, you can record which physical batches have left your stores. In tspoonlab, the sales module and the dispatches module definitively remove the stock, linking the units sold with their origin history. As in the rest of the platform, this exit behaviour depends on the method set on your account:
Default mode: the system automates the exit internally. When processing a sale or closing a dispatch, tspoonlab deducts the products using the last batches that came into the store. It is the quick, automated option. However, with the "+" button you can view and select previous batches.
FEFO mode (First-Expired, First-Out): the full-control method. When goods leave, the software requires you to manually select the exact batch number of each product the customer is taking or that is being sent in transport.
Recording batches in dispatches
When you manage exit documents from the tspoonlab dispatches module, this process handles the removal of goods, materials, recipes or dishes from your stores without going through the traditional sales module. It is used mainly in hotel buffets and catering events, when goods must be removed but the sale does not go through the system. We recommend reading more about dispatches in the article Generate dispatches š. Traceability in dispatches can work, as in the rest of the system, under two ways of working:
Dispatches in default mode: the software calculates the theoretical removal by the latest entry of goods into the store. It does not require the operator to validate or type individual batches on the exit document, speeding up the dispatch process.
Dispatches in FEFO mode: when managing the exit document or the sale, the system enables a selector or a scan field for each product line. You must indicate the units corresponding to each specific batch that physically leaves your premises.
Recording batches in sales
Within the tspoonlab sales module, all commercial goods exits are processed by recording the stock removal under three operating types: POS (Point of Sale) sales, internal sales, and external sales without POS (both managed manually by the user).
Traceability in sales via POS integration
In POS sales, the system only makes the theoretical deduction of the raw materials to keep the inventory up to date. As this is a fast-paced operation for table service, specific batch numbers are never recorded or required on the sales ticket, regardless of whether the account works in default mode or FEFO mode.
Traceability in internal or external sales without POS
Internal sales happen when you transfer goods, recipes or dishes between different cost centers or premises of your own business group, generating an internal charge document. External sales happen when you generate a sale for a customer but do not do it automatically through a POS ā you create the sale manually. The traceability of both types of sale behaves according to the method selected:
Sales in default mode: the system processes the stock removal theoretically, automatically applying the last batch to enter the source store, without operator intervention.
Sales in FEFO mode: when issuing the internal or external sale document, you must specify the real batch being moved to the other center or sent to the customer.
Scanning QR codes at the point of exit
If you have implemented QR-code labels in the earlier phases (whether when receiving purchases or when finishing your production orders), the sale process in FEFO mode becomes much faster. When preparing the dispatch or the sale, staff can use a mobile deviceās camera or a built-in scanner to read the QR code on the product label. That way, tspoonlab instantly recovers the correct batch and expiry, deducting the used batch accurately and precisely with no room for human error.
Image: the scan-products button in a sale.
Image: the scan button in a dispatch.
Conclusion and access to the modules
Rigorously recording outbound batches in your sales is the final step that closes the life cycle of your food in the system.
We encourage you to read the different articles in this collection independently, according to the area of your operation you need to set up or refine.
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