GetFloristPOS tracks flowers by lot, with a received date and an expiry date on each delivery, so you know which bucket to sell first. When stems are past their best, you log them with a stock adjustment and the reason Waste. Your stock count then matches the cooler, and you can see over time what you are throwing away and why.
Before you start
- Your stems are set up as products with units such as stem, bunch or box.
- Your suppliers are added under Contacts → Suppliers.
- You have a rough idea of vase life for your main stems.
Steps
- Turn on lot numbers and expiry dates. Go to Settings → Business settings → Product and enable Lot number and Expiry. Choose whether expiry is entered as a date or as a number of days after receiving.
- Receive a delivery as a purchase. When the wholesaler’s boxes arrive, go to Purchases → Add purchase, pick the supplier and location, and add each product with the quantity received and the price paid.
- Enter lot, received and expiry dates. On each purchase line, type the lot number (the wholesaler’s box number or your own code, such as the date), set the received date, and set the expiry date for that lot. Save the purchase with status Received so stock goes up.
- Check stock by lot. Go to Stock → Lot report or filter the stock report by lot. You will see each lot with quantity left and days to expiry. Sell or use the oldest lots first, and plan specials around stems close to expiry.
- Record waste with a stock adjustment. At the end of the day, go to Stock adjustment → Add. Choose the location, set the adjustment type to Abnormal, pick each product and lot, enter the quantity thrown away, and enter the reason Waste with a short note, such as “bent heads” or “cooler too warm”.
- Review the waste report each week. Go to Reports → Stock adjustment and filter by the reason Waste. Look for stems you over-order, suppliers whose flowers fade fast, or days when waste spikes.
Common problems
Stock is negative after a busy weekend
Sales or recipes used more than was received. Check that every delivery was entered as a purchase, and that recipes use the right unit (stem, not bunch).
The lot field does not appear on purchases
Lot numbers are not enabled. Turn them on in Settings → Business settings → Product and refresh the purchase screen.
Waste is mixed with breakage or theft
Use the reason field consistently. Keep “Waste” for stems that died or were unsellable, and use other notes for breakage or missing stock so the reports stay clean.
Next
Accurate stock makes arrangement recipes reliable. Read Build an arrangement recipe next, and if you have more than one shop, ask about stock transfers so a cooler with too many roses can send them where they will sell.