Green Coffee: Creating, Updating Inventory and Purchasing

Effective management of your green coffee inventory is crucial for accurate cost reporting and optimizing your roastery's operations. This guide will walk you through the essential processes of creating, purchasing, updating, and adjusting your green coffee inventory in RoasterTools 

Bulk Creating or Updating Green Coffees via CSV

You can make bulk updates to your green coffees via a CSV export and import.  

You can:

• Create New Green Coffee
• Initial Inventory
• Adjustment Inventory
• Update green coffee data
• Activate or Deactivate coffees

To download the Green Coffee CSV:

1. Navigate to Inventory > Green Coffees in the top menu bar.
2. Click the Export button to download a CSV file with the format needed to create new greens or with your existing green data
3. Complete the green coffee information in the CSV file and upload into the app

Creating New Green Coffee Manually

During setup, you will create Green Coffees to use in your roasts and blends. You can do this in two ways: by entering in each green coffee one by one or by importing a CSV file.

To Create a Green Coffee - One at a Time

1. Navigate to Inventory > Green Coffees in the top menu bar.
2. Click the "New Green Coffee" button in the top right corner.

3. On the New Green Coffee page fill out all appropriate fields reference below for description.

New Green Coffee Field Descriptions:

Lot Name

• Create a name that’s easy to recognize (e.g., “Brazil” or “ETH-Yirgacheffe-24”). If you have multiple contracts or prices, include key info in the name to help keep things clear during production.

Origin

• Select the country or region where the coffee was grown.

Is Active

• Check this box if the coffee is still part of your current roasting rotation.

Cost

• Enter the cost per pound. Be sure to include additional costs like:
  • Contract price
  • Carry (importer fees)
  • Logistics
  • Warehousing
  • Delivery
  • Unloading

ICO (identifying bag marks)

Lot

• Add any relevant importer reference numbers.

Year

• Enter the associated crop year.

Processing Method

• Note the coffee’s processing method (washed, natural, honey, etc.).

Certifications

• Check any boxes that apply for verifiable certifications (e.g., Organic, Fair Trade).

4. Click "Create Green Coffee" to add it to your product list.

Creating Initial Inventory of Green Coffee

Right before you're ready to go live using Operations and processing orders through RoasterTools, you need to create your initial green inventory.

1. Navigate to Inventory > Green Coffees in the top menu bar.
2. Click the New Green Coffee dropdown button in the top right corner.
3. Select Create Initial Inventory
4. From here you will enter in the current inventory of your green coffees.

From here you can:

1. Update the quantity of coffee on hand
2. Update the price if it has changed since it was created

Purchasing Green Coffee

To increase your inventory of green coffee, you will need to purchase green coffee. Purchasing green coffee will also allow you to record a new cost of green. If you have existing inventory when you purchase you will see a weighted average cost, learn more about this here.

To Purchase:

1. Go to "Inventory" > "Green Coffees".
2. Find the desired green coffee and select "Purchase Coffee" from the drop-down menu.
3. Enter the quantity and cost of the coffee you're purchasing.
4. Click "Record Purchase" to complete the transaction.

How To Make Adjustments To Green Bean Inventory

The deduction of green inventory will happen automatically when completing roast tasks when producing coffee. The addition of Green Coffee should happen through purchases.  

If you need to make adjustments outside of these you can adjust a specific coffee or do a bulk update via the Green Coffee CSV.  

Individual Green Coffee Adjustment Steps

1. Count your green coffee inventory.
2. Go to Operations > Green Coffee.
3. In the Counted column, enter the actual on-hand amount for each coffee. The system will calculate the adjustment automatically.
4. Click Update Inventory Counts at the bottom of the list.

Pro Tip: While entering counts, press Enter to update and refresh the screen immediately.

Your green coffee inventory is now up to date.

How Green Coffee Costs are Calculated

RoasterTools uses a weighted average cost model to track the costs of your green coffee inventory. This method averages costs by factoring in both quantity and price with each purchase, giving more weight to larger quantities for an accurate reflection of actual costs over time.

The system automatically updates your inventory cost to accurately reflect the weighted average every time you purchase green coffee.