Green Coffee: Creating, Updating Inventory and Purchasing

Overview

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 

Creating New Green Coffee

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 import a CSV of green coffee:

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 for the upload
3. Complete the green coffee information in the CSV file and upload into the app
4. Note: You are required to fill in the Lot Name and Cost fields. The other fields are optional.

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.

To create a green coffee, you are required to fill in the Lot Name and Cost. The other fields are optional.

See the list of fields and definitions:

• Lot Name: Create an identifying name (e.g., "Brazil" or use a naming convention like "Origin-Name-CropYear"). As some roasters may have multiple contracts set at different prices, it can be helpful to keep the vital info visible throughout the production process by adding some of the infomation in the naming convention.
• Origin: Select the country or region of origin.
• Is Active: Check this box if the coffee is currently in your roasting rotation.
• Cost: Enter the cost per pound. You may want to consider the below additional costs and include these in your cost per pound:
  • Contract price
  • Carry (additional costs from importer)
  • Logistics
  • Warehousing
  • Delivery
  • Unloading
• ICO: Add identifying bag marks.
• Lot: Include any importer reference numbers.
• Year: Add the associated crop year.
• Processing Method: Note any specific processing information.
• Certifications: Check applicable boxes for verifiable certifications.

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

Note: Once you've entered a green cost you can't change it. You can purchase more coffee. For instruction on that see the bottom of this doc about Purchasing Green.

Now you have your green coffees entered into the app. At this point you should complete the rest of the setup for coffee products (see help articles here).

Creating Initial Inventory of Green Coffee

Right before you're ready to go live using Operations and processing orders through RoasterTools, you are ready 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. 

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.

Note: Each purchase will affect the average cost of the green coffee in your inventory. RoasterTools uses a weighted average method to calculate the cost of your green coffee inventory.

From the purchase coffee page, you can purchase your desired amount of coffee at the current cost of green. Here we purchase two batches of green at different costs of green.

Since we purchased at two different costs of green, the cost of green shown for our coffee will be an weighted average of those prices. The weighted average cost is a method of calculating the average cost of your green coffee inventory that takes into account both the quantity and price of each purchase

Each time you purchase green coffee, the price will factor in the cost of green to its weighted average price.

This method ensures that your inventory cost accurately reflects all your purchases, giving more weight to larger quantities and providing a more realistic representation of your actual costs over time.

Changing the price of green coffee

When you create a new green coffee you cannot change the initial price you entered in. If you want to change the cost of it, you can do so either when you create the initial inventory or through the form a purchase.

Through a purchase:

1. Click on the 3 dots next to the Green Coffee and select the purchase option:

Once in that section, you can select the quantity you want to purchase and the new cost then hit the Record Purchase button, this will be your new updated cost from that green coffee.

 Changing the price of green coffee with inventory

Go to Inventory > Green Coffee, then click the drop-down button and select the "Update inventory count" option:

Once in that section, you will select the Green Coffee you want to update and drop the inventory to zero:

Once the inventory has been adjusted to zero, you can change the price by making a purchase of that green coffee with the new cost by following these steps that we already mentioned before.

How To Make Adjustments To Green Bean Inventory

Best practice it to update green inventory using purchases. The deduction of inventory will happen automatically when using the app to produce coffee. But if you need to make adjustments outside of purhcases, follow the steps below.

First, you will want to count your green inventory. If you need to make adjustments, please follow the steps below:

1. Click Operations > Green Coffee

2. You should see the screen below:

   

3. Enter the actual on-hand amount for each Green Coffee. You'll notice that it'll calculate the adjustment for you.

   

   
   
   
4. Click Update Inventory Counts at the bottom of the list

*blockquote in Helpscout* Pro Tip - while entering the counted amount in the Counted column, you can hit enter and it will update the inventory and refresh your screen!

Congratulations, your Green Coffee inventory has been updated!