Add Green Bean Stock

Green Bean refers to raw coffee beans (unroasted) that serve as the primary raw material for a coffee roastery.
The Green Bean Module in Clorofile is designed to:

• • Manage procurement (purchasing from suppliers or farmers)
  • Track inventory (warehouse stock levels)
  • Document quality attributes (grade, moisture, density, cupping score)
  • Ensure traceability (bean origin, processing method, crop year)
  • Integrate with the Production Module for roasting operations

📋 PHASE 1: ACCESS THE ADD GREEN BEAN MENU

Step 1: Login & Navigation

1. 1. Log in to the Clorofile Web Admin
   2. Navigate to Inventory → Items
   3. Click the [+ Add Item] button

Step 2: Select Commodity Type

Field: “Commodities” (Required)

Dropdown options:

• • Green Bean ← Select this
  • Roasted Bean
  • Others

Click “Green Bean”

System Response:

• • The form automatically updates
  • Green-bean-specific fields for quality and traceability appear
  • Coffee characteristic fields (species, variety, processing) are enabled

📝 PHASE 2: COMPLETE THE GREEN BEAN FORM (DETAILED FIELDS)

🔹 A. GENERAL INFORMATION

1. Parent Item (Optional)

Purpose: Grouping for variants or sub-categories

Use Case:

• • When the green bean is a variant within a parent category
  • Example parent: “Ethiopian Origins Collection”
  • Child items:
    • “Ethiopia Yirgacheffe”
    • “Ethiopia Sidamo”
    • “Ethiopia Guji”

Input: Parent item dropdown list (if available)

Tip: Leave empty if this is a standalone item

2. Green Bean Name (Required)

Purpose: A descriptive and informative green bean name

Recommended Formats

A. Single Origin Format:
[Origin] [Region] [Grade] [Processing]

Examples:

• • “Ethiopia Yirgacheffe Grade 1 Washed”
  • “Colombia Huila Supremo Natural”
  • “Brazil Santos NY2 Pulped Natural”
  • “Kenya AA Nyeri Washed”

B. Estate / Farm-Specific:
[Origin] [Farm/Estate Name] [Lot Number]

Examples:

• • “Guatemala Finca El Injerto Bourbon Lot 47”
  • “Costa Rica Hacienda Sonora Geisha Lot 12”
  • “Ethiopia Guji Hambela Estate Natural”

C. Blend / Mixed Origins:
[Description] Blend [Grade]

Examples:

• • “Central America Blend Grade A”
  • “Asian Pacific Mix Premium”

Character Limit: 255 characters

Important: This name will appear on:

• • Supplier purchase orders
  • Production Plans (when selecting beans for roasting)
  • Warehouse stock reports
  • Cost analysis reports

3. Green Bean Barcode (Auto-Generated / Manual)

Format: 13 digits (EAN-13 standard)
Example: 8063105318B

Options

A. Auto-Generate (Recommended)

• • Click the [?] icon next to the field
  • The system generates a unique barcode
  • Format: 80[random 9 digits][check digit]
  • Guaranteed to be unique and EAN-13 compliant

B. Manual Input

• • Enter an existing barcode (if provided by the supplier)
  • Enter the supplier’s SKU code
  • The system validates the format
  • Duplicate checks are enforced

Tips

• • Use a barcode scanner to input supplier barcodes
  • Print barcode labels for warehouse bins or containers
  • Include origin information on labels for easy visual identification

🔹 B. SKU & INVENTORY CODE

4. SKU Code (Optional)

Purpose: Stock Keeping Unit (SKU) code for warehouse management

Format: Custom alphanumeric

Examples:

• • “GB-ETH-YIRG-G1-W” (Green Bean – Ethiopia – Yirgacheffe – Grade 1 – Washed)
  • “GB-COL-HUI-SUP-NAT” (Green Bean – Colombia – Huila – Supremo – Natural)
  • “GB-BRA-SAN-NY2” (Green Bean – Brazil – Santos – NY2)

Recommended Auto-Generation Pattern:

• • GB = Green Bean
  • [Origin Code] = 3-letter country code
  • [Region Code] = 4-letter region code
  • [Grade] = Grade code
  • [Process] = W / N / H (Washed / Natural / Honey)

Use Cases:

• • Warehouse bin labeling
  • Quick system searches
  • POS / ERP integration
  • Barcode scanning

5. SKU Name (Optional)

Purpose: Short SKU name (shorter than the Green Bean Name)

Example:

• • Green Bean Name: “Ethiopia Yirgacheffe Grade 1 Washed”
  • SKU Name: “ETH-YIRG-G1-W”

Use Cases:

• • Internal communication (short codes)
  • Warehouse bin labels (limited space)
  • Quick reference

🔹 C. COFFEE CHARACTERISTICS (CRITICAL FIELDS)

6. Species (Required) ⭐

Purpose: Coffee species classification

Options:

Arabica (Coffea arabica)

• • Premium quality
  • Complex flavor profile
  • Grown at higher altitudes (600–2000+ masl)
  • Higher price
  • More susceptible to diseases

Robusta (Coffea canephora)

• • Strong, bitter taste
  • Lower altitude (0–800 masl)
  • More disease-resistant
  • Lower price

Liberica (Coffea liberica)

• • Rare species
  • Distinct woody/smoky flavor
  • Large bean size
  • Limited production

Excelsa (Coffea excelsa / dewevrei)

• • Variant of Liberica
  • Fruity, tart flavor
  • Commonly used in blends

Hybrid (Arabica × Robusta)

• • Examples: Catimor, Sarchimor
  • Disease-resistant
  • Medium quality

Selection Impact:

• Affects pricing
• Influences roasting profile recommendations
• Impacts cupping evaluation criteria
• Determines market positioning

Input Method: Select one species from the dropdown

7. Variety (Required) ⭐

Purpose: Coffee cultivar or variety within a species

Input Method: Select one variety or enter a custom value

Importance:

• • Variety significantly affects flavor profile
  • Premium varieties (e.g., Geisha) command higher prices
  • Supports breeding program tracking
  • Enables quality and performance prediction

8. Processing Method (Required) ⭐

Purpose: Post-harvest coffee processing method

Options:

1. Washed / Wet Process

• • Clean, bright acidity
  • Consistent quality
  • Highlights origin characteristics
  • Common in Colombia, Kenya, Indonesia and parts of Ethiopia
  • Keywords: Washed, Wet Hulled, Fully Washed

2. Natural / Dry Process

• • Fruity, sweet, wine-like flavors
  • Full body
  • Less consistent (weather-dependent)
  • Traditional in Ethiopia and Brazil
  • Keywords: Natural, Dry Process, Sun-Dried

3. Honey Process

• • Between washed and natural
  • Sweet, balanced profile
  • Variants: White, Yellow, Red, Black Honey (based on mucilage retention)
  • Popular in Costa Rica and Central America
  • Keywords: Honey, Pulped Natural, Semi-Washed

4. Anaerobic

• • Controlled fermentation in an oxygen-free environment
  • Unique, complex flavors (funky, wine-like)
  • Specialty or experimental processing
  • Higher cost
  • Keywords: Anaerobic, Carbonic Maceration

5. Wet Hulled / Giling Basah

• • Traditional Indonesian processing method
  • Earthy, full-bodied, low acidity
  • Unique to Sumatra and Sulawesi
  • Keywords: Wet Hulled, Giling Basah, Semi-Washed

6. Other Experimental Methods

• • Lactic Fermentation
  • Yeast Inoculation
  • CO₂ Maceration
  • Extended Fermentation

Multiple Processing Methods:

• • Used when blending lots with different processing methods
  • Input format: “Washed, Honey” (comma-separated)

Input Method: Select one processing method from the dropdown

Importance:

• Processing method significantly impacts flavor profile
• Influences pricing tiers (Anaerobic > Honey > Washed > Natural)
• Helps predict quality consistency
• Guides roasting profile recommendations

🔹 D. QUALITY & GRADING PARAMETERS

9. Crop Year (Optional)

Purpose: Harvest year of the green beans

Format: YYYY (year-only date picker)

Examples:

• 2024
• 2025
• 2023/2024 (dual-season harvest)

Importance:

• Freshness tracking (green bean shelf life: ~1–2 years)
• Price correlation (new crop commands higher prices)
• Quality prediction (older crop = potential quality degradation)
• Contract reference (futures trading)

Freshness Guidelines:

• 0–6 months (New Crop): Premium freshness, optimal flavor
• 6–12 months (Current Crop): Good quality, standard pricing
• 12–18 months (Past Crop): Acceptable, signs of aging may appear
• 18–24 months (Old Crop): Discount pricing, noticeable quality degradation
• 24+ months (Very Old): Not recommended; flat or faded flavors

10. Grade Standard (Optional)

Purpose: Grading system used for classification

Options by Origin:

A. Ethiopia Grading

• Grade 1 (0–3 defects per 300 g, premium)
• Grade 2 (4–12 defects per 300 g, specialty)
• Grade 3 (13–25 defects per 300 g, commercial)
• Grade 4–5 (lower quality)

B. Kenya Grading (by Bean Size)

• AA (Screen 17–18, largest, premium)
• AB (Screen 15–16, standard)
• PB (Peaberry, round beans)
• C (Screen 14–15, lower grade)
• E (Elephant, very large beans)
• TT, T (light beans, lowest grade)

C. Colombia Grading

• Supremo (Screen 17+, premium)
• Excelso (Screen 14–16, standard)
• UGQ (Usual Good Quality)

D. Brazil Grading

• NY2 (New York 2, max 4 defects)
• NY3, NY4 (higher defect counts)
• Strictly Soft, Soft (cupping quality classifications)

E. Indonesia Grading

• Grade 1 (0–11 defects per 300 g)
• Grade 2 (12–25 defects per 300 g)
• Grade 3 (26–44 defects per 300 g)

F. SCA (Specialty Coffee Association

• Specialty Grade (0–5 defects per 350 g, score 80+)
• Premium Grade (6–8 defects)
• Exchange Grade (9–23 defects)
• Below Standard (24+ defects)

G. Other Standards

• Fair Trade
• Organic
• Rainforest Alliance
• UTZ Certified

Input Method: Select the grading system that matches the bean’s origin

Importance:

• Basis for pricing (AA > AB > C)
• Sets quality expectations
• Determines market positioning
• Ensures certification compliance

11. Bean Grade (Optional)

Purpose: Specific grade value within the selected grading system

Examples:

• • Grade Standard: Ethiopia → Bean Grade: 1
  • Grade Standard: Kenya → Bean Grade: AA
  • Grade Standard: Colombia → Bean Grade: Supremo

Input Method: Dropdown options dynamically adjust based on the selected Grade Standard

Auto-Populate Logic:

• • Ethiopia → 1, 2, 3, 4, 5
  • Kenya → AA, AB, PB, C, E, TT
  • SCA → Specialty, Premium, Exchange

12. Moisture Content (%) (Optional)

Purpose: Percentage of moisture in green beans

Format: Decimal number
Range: 8% – 14% (optimal: 9%–12%)

Input Examples: 9, 10, 11, 12, 13

Importance:

Optimal Range (10–12%):

• ✅ Stable quality
• ✅ Good shelf life (1–2 years)
• ✅ Proper roasting development
• ✅ No mold risk

Too Low (<9%):

• ❌ Brittle beans (break easily)
• ❌ Fast, uneven roasting
• ❌ Faded flavor (aging indicator)

Too High (>13%):

• ❌ Mold risk
• ❌ Short shelf life
• ❌ Quality degradation
• ❌ Fermentation risk

Measurement Methods:

• Digital moisture meter
• Laboratory analysis
• Supplier certificate

Quality Control:

• Test moisture upon receiving (QC intake)
• Re-test every 3–6 months during storage
• Adjust warehouse humidity if required

13. Density (g/mL) (Optional)

Purpose: Bean density indicator (hard bean measurement)

Format: Decimal (0.XX)
Range: 0.60 – 0.85 g/mL

Examples:

• 0.70 – 0.75: High density (hard beans, high altitude, premium)
• 0.65 – 0.69: Medium density (mid-altitude)
• 0.60 – 0.64: Low density (low altitude, soft beans)

Importance:

High-Density Beans (≥ 0.70):

• ✅ High-altitude grown (1200+ masl)
• ✅ Premium quality
• ✅ Complex flavor potential
• ✅ Better roasting development
• ✅ Higher pricing

Low-Density Beans (< 0.65):

• ⚠️ Low-altitude origin
• ⚠️ Simpler flavor profile
• ⚠️ Faster roasting (scorching risk)
• ⚠️ Lower pricing

Correlation:

• Altitude ↑ → Density ↑ → Quality ↑ → Price ↑
• Density often correlates with screen size (larger beans tend to be denser)

Measurement Methods:

• Water displacement method
• Laboratory scale analysis
• Supplier certificate

14. Final Score (Optional)

Purpose: Final cupping score (quality rating)

Format: Numeric (1–100)
Industry Range: 60–100

Input Examples: 85, 87.5, 92

SCA Scoring Scale

90–100: Outstanding

• • 🏆 Competition-grade
  • 🏆 Micro-lot, rare varieties
  • 🏆 Auction coffees
  • 💰 Premium pricing (10×–50× standard)

85–89.99: Excellent

• • ⭐ Specialty grade
  • ⭐ Premium single origin
  • ⭐ Direct trade
  • 💰 High pricing (3×–10× standard)

80–84.99: Very Good

• • ✅ Specialty threshold
  • ✅ Third-wave coffee
  • ✅ Traceable origin
  • 💰 Premium pricing (2×–3× standard)

75–79.99: Good

• • 👍 Commercial-plus
  • 👍 Café quality
  • 👍 Blend components
  • 💰 Standard pricing (1.5×–2×)

70–74.99: Fair

• • 📦 Commercial grade
  • 📦 Mass market
  • 📦 Instant coffee
  • 💰 Commodity pricing

Below 70: Below Standard

• • ❌ Quality issues
  • ❌ Not suitable for specialty markets
  • ❌ Industrial use only

Sources of Scores:

• • Pre-shipment cupping (origin reports from suppliers)
  • Arrival cupping (warehouse QC evaluation)
  • Periodic cupping (every 3–6 months)

Quality Assurance:

• • Use supplier scores as reference
  • Verify through internal cupping
  • Update scores after re-cupping
  • Document score variance (pre-shipment vs arrival)

🔹 E. CERTIFICATIONS & COMPLIANCE (Optional)

15. Certifications (Multiple Selection – Optional)

Purpose: Certifications held by the green beans

Options:

A. Organic Certifications

• ✅ USDA Organic (United States)
• ✅ EU Organic (European Union)
• ✅ JAS Organic (Japan)
• ✅ SNI Organic (Indonesia)

B. Fair Trade

• ✅ Fair Trade USA
• ✅ Fairtrade International
• ✅ Fair Trade Certified

C. Sustainability Certifications

• ✅ Rainforest Alliance
• ✅ UTZ Certified
• ✅ 4C Association
• ✅ Bird Friendly (Smithsonian Institution)

D. Specialty Certifications

• ✅ SCA Certified (Specialty Coffee Association)
• ✅ COE Winner (Cup of Excellence)
• ✅ Direct Trade (Relationship Coffee)

E. Halal & Kosher

• ✅ Halal Certified (MUI, Halal International)
• ✅ Kosher Certified

Multiple Selection:

• Checkboxes allow multiple certifications to be selected
• Example: “Organic + Fair Trade + Rainforest Alliance”

Importance:

• Enables premium pricing (certified products command higher value)
• Expands market access (some markets require certification)
• Supports marketing materials (labels, website, product sheets)
• Ensures regulatory and compliance documentation

🔹 F. ORIGIN & TRACEABILITY (Additional Fields)

16. Country of Origin (Auto-filled / Manual)

Source: Automatically detected from the Green Bean Name when possible

Examples: Ethiopia, Colombia, Brazil, Kenya, Indonesia

Input Method: Country dropdown list (coffee-producing countries)

17. Region / Province (Optional)

Purpose: Specific region or province within the country

Examples:

• Ethiopia: Yirgacheffe, Sidamo, Guji, Limu
• Colombia: Huila, Nariño, Antioquia, Tolima
• Indonesia: Aceh, Toraja, Flores, Bali
• Kenya: Nyeri, Kirinyaga, Embu

Input Method: Free text

18. Farm / Estate / Cooperative (Optional)

Purpose: Specific producer or organization name

Examples:

• Finca El Injerto (Guatemala)
• Hacienda Sonora (Costa Rica)
• Yirgacheffe Coffee Farmers Cooperative Union (Ethiopia)
• Gayo Mountain Coffee Cooperative (Indonesia)

Input Method: Free text

Importance:

• Supports direct-trade traceability
• Strengthens producer relationships
• Provides storytelling value for marketing
• Enables micro-lot identification

19. Altitude (masl) – Optional

Purpose: Growing elevation (meters above sea level)

Format: Numeric (meters)
Range: 0 – 3,000 masl

Examples:

• Ethiopia: 1,800–2,200 masl
• Colombia: 1,200–1,800 masl
• Brazil: 800–1,200 masl
• Indonesia: 1,000–1,500 masl

Correlation:

• Higher altitude → denser beans → better quality → higher price
• Altitude strongly correlates with bean density and acidity

20. Lot Number (Optional)

Purpose: Specific lot or batch identification provided by the supplier

Format: Alphanumeric

Examples:

• LOT-2024-ETH-047
• Batch 12-2025
• Harvest Lot A-042

Use Cases:

• Traceability to specific harvests
• Quality issue investigation
• Supplier contract references
• Micro-lot differentiation

🔹 G. PROCUREMENT & PRICING

21. Supplier (Optional)

Purpose: Green bean supplier or importer

Input Method: Dropdown from supplier master data

Examples:

• • ABC Coffee Importers
  • Direct Farm Partnership Ethiopia
  • Indo Coffee Traders

Integration: Linked to the Purchase Module for automatic supplier data population

22. Purchase Price (IMPORTANT)

Purpose: Purchase cost per unit (per kilogram)

Format: IDR or USD

Examples:

• IDR 120,000 / Kg
• USD 5.50 / lb

Importance:

• Cost basis for roasted bean pricing
• Profit margin calculations
• Inventory valuation (FIFO / LIFO / Average)

23. Unit (Required)

Default: Kg (kilogram)

Options:

• Kg (most common)
• Lb (pound – US market)
• Ton (bulk purchases)
• Bag (standard 60 kg bag)

Important Notes:

• Standard unit for green beans is Kg
• Conversion reference:
  • 1 bag = 60 kg or 69 kg (depending on origin)

24. Sales Price (IMPORTANT)

Purpose: Selling price if green beans are sold directly (rare use case)

Format: IDR or USD

Use Cases:

• Retail sales to home roasters
• Sample sales
• Surplus stock clearance

🔹 H. STORAGE & LOGISTICS

25. Container / Bin Location (Optional)

Purpose: Physical warehouse storage location

Format: Free text

Examples:

• GREENBEAN-A-001 (Area A, Bin 001)
• WAREHOUSE-1-SHELF-GB-ETH
• COLD-STORAGE-PREMIUM

Best Practices:

• Organize by origin or region for easy identification
• Apply FIFO placement (older stock positioned at the front)
• Use climate-controlled areas for premium beans

26. Storage Conditions (Optional)

Purpose: Required storage environment

Options:

• Room Temperature (20–25°C)
• Climate Controlled (18–22°C, 50–60% RH)
• Cool Storage (15–18°C)

Avoid:

• Direct sunlight
• Moisture exposure
• Strong odors

Importance:

• Preserves quality
• Extends shelf life
• Prevents mold and unwanted fermentation

29. Internal Notes (Optional)

Purpose: Private notes for internal teams only

Format: Textarea

Use Cases:

• • Supplier negotiation records
  • Quality issue documentation
  • Special handling instructions
  • Cost breakdowns

Example:

• Negotiated price: USD 5.20 / lb (down from USD 5.50)
• Free shipping for orders above 500 kg
• Supplier guarantees arrival cupping score within ±2 points
• Reorder schedule: Review stock every 2 months
• Backup supplier: XYZ Coffee

💾 PHASE 3: SAVE GREEN BEAN ITEM

Step 1: Review Data

Required Fields Checklist:

• ✅ Green Bean Name is filled in
• ✅ Barcode is unique
• ✅ Species selected
• ✅ Variety selected
• ✅ Processing method selected
• ✅ Unit = Kg

Optional but Recommended:

• ✅ Grade Standard & Bean Grade
• ✅ Moisture Level (QC parameter)
• ✅ Density (quality indicator)
• ✅ Final Score (cupping score)
• ✅ Crop Year (freshness tracking)

Step 2: Click [Save Item]

System Process:

1. ✅ Validate required fields
2. ✅ Check barcode uniqueness
3. ✅ Validate data formats (moisture %, density, score range)
4. ✅ Generate Item ID (auto-increment)
5. ✅ Save data to tblitems table with commodity_type = "Green Bean"
6. ✅ Initialize inventory (quantity = 0; stock import required)
7. ✅ Log activity: “Green bean item created – [Green Bean Name]”

Step 3: Success Confirmation

• Alert: “Green Bean item successfully created”
• Item ID: Auto-generated (e.g., #12345)
• Redirect: Item list or item detail page

📦 PHASE 4: STOCK IMPORT (ADD STOCK TO WAREHOUSE)

A. UNDERSTANDING GREEN BEAN INVENTORY FLOW

Procurement Flow:
Purchase Order → Shipment → Arrival QC → Stock Import → Available Stock

Important Notes:

• Creating an item ≠ item in stock
• After item creation, stock = 0
• Stock Import is required to add quantity

B. STOCK IMPORT – METHOD 1: MANUAL ENTRY

Step 1: Access Stock Import

Path: Inventory → Stock Import

Step 2: Click [Create Stock Import]

Step 3: Complete Stock Import Form

1. Date (Required)

• Date of bean arrival at warehouse
• Format: DD/MM/YYYY
• Example: 15/12/2025

Warehouse (Required)

• Select destination warehouse
• Options:
  • Main Warehouse – Green Bean Storage
  • Climate Controlled Warehouse
  • Regional Warehouse

Supplier (Optional but Recommended)

• Select green bean supplier
• Example: “ABC Coffee Importers – Ethiopia”

Purchase Order Reference (Optional)

• Reference to PO number
• Example: “PO-2025-012-ETH”
• Used for traceability

Item Details

• Select Item: Newly created green bean
  • Example: “Ethiopia Yirgacheffe Grade 1 Washed”
• Barcode: Auto-filled
• Quantity: Enter stock quantity
  • Unit: Kg
  • Example: 300 Kg (5 bags × 60 Kg)

Calculation Example:
5 bags × 60 Kg = 300 Kg

6. Unit Price (Optional but Recommended)

• Cost per Kg for inventory valuation
• Example:
  • Purchase price: IDR 120,000 / Kg
  • Total value: 300 Kg × IDR 120,000 = IDR 36,000,000

Container / Location (Optional)

• Storage bin/location
• Example: “GREENBEAN-ETHIOPIA-A-001”

Lot Number (Optional)

• Supplier lot reference
• Example: “LOT-ETH-2024-047”

Notes (Optional)

• Example:
  • Import from Ethiopia via ABC Coffee Importers
  • Arrival date: 15 Dec 2025
  • Condition: Good (no damage)
  • Moisture test: 10.5% (passed)
  • Sample cupping scheduled: 18 Dec 2025
  • GrainPro packaging intact

Step 4: Quality Check (CRITICAL)

Arrival QC Checklist

A. Physical Inspection

• ✅ Bag condition (no tears, no water damage)
• ✅ Bean appearance (uniform color, no mold)
• ✅ Bean size consistency
• ✅ No foreign materials

B. Moisture Test

• ✅ Measure moisture level (target: 10–12%)
• ✅ Compare with supplier certificate
• ✅ Document variance > 1%

C. Density Test (Optional)

• ✅ Measure density
• ✅ Validate altitude claim

D. Sample Cupping (Recommended)

• ✅ Roast sample (200–300 g)
• ✅ Conduct cupping (SCA protocol)
• ✅ Compare score with pre-shipment report
• ✅ Accept if variance < 2 points

QC Decision

• ✅ Passed → Stock import approved
• ⚠️ Conditional → Accepted with notes
• ❌ Rejected → Return to supplier

Step 5: Save Stock Import

Click [Save Stock Import]

System Process:

1. ✅ Create stock import record (SI-XXXX)
2. ✅ Update tblitems.inventory_number (+300 Kg)
3. ✅ Update warehouse quantity
4. ✅ Create transaction log in tblgoods_transaction_detail
5. ✅ Update inventory valuation (300 × 120,000 = 36,000,000)
6. ✅ Generate printable stock import document

Confirmation:

• Alert: “Stock successfully imported – 300 Kg”
• Current stock: 300 Kg
• Document number: SI-2025-001

C. STOCK IMPORT – METHOD 2: BATCH IMPORT (EXCEL)

Use Case: Import multiple green bean items from a single shipment

Step 1: Download Template

Path: Inventory → Stock Import → Download Excel Template

Template Columns:

• Item Code / Barcode
• Item Name
• Quantity (Kg)
• Unit Price
• Warehouse
• Supplier
• Date
• Lot Number
• Container Location
• Notes

Step 2: Fill Excel Template

Step 3: Upload & Validate

• Click [Upload Excel]
• Select file

System Validation:

• ✅ Barcode exists
• ✅ Warehouse valid
• ✅ Supplier exists
• ✅ Date format correct
• ✅ Numeric values valid

Preview Status:

• 🟢 Green: Valid
• ❌ Red: Error (fix required)
• ⚠️ Yellow: Warning (can proceed)

Step 4: Confirm Import

System Process:

• Batch create stock import records
• Update inventory for all items
• Generate import summary report

Result Example:

• 3 green bean items imported
• Total value: IDR 81,900,000
• Total weight: 900 Kg

✅ PHASE 5: VERIFY STOCK IN WAREHOUSE

A. ITEM LIST VIEW

Path: Inventory → Items

• Filter: Commodity Type = Green Bean
• Search: “Ethiopia”

Stock Indicators:

• 🟢 Safe stock
• 🟡 At minimum / reorder point
• 🔴 Out of stock / critical

B. ITEM DETAIL VIEW

Stock Summary Example:

• Total Stock: 300 Kg
• Available: 300 Kg
• Reserved: 0 Kg
• In Use: 0 Kg
• Damaged: 0 Kg

Quality Parameters Displayed:

• Species: Arabica
• Variety: Ethiopian Heirloom
• Processing: Washed
• Grade: Ethiopia Grade 1
• Moisture: 10.5% ✅
• Density: 0.72 g/mL ✅
• Cupping Score: 87 (Excellent)

🔄 PHASE 6: STOCK MOVEMENT & USAGE TRACKING

A. PRODUCTION USAGE

• Production batch consumes green beans automatically
• Inventory deducted per batch usage

B. SALES (RETAIL GREEN BEAN)

• Sales order reduces available stock
• Full traceability maintained

C. RESTOCK (NEW PURCHASE)

• New shipment adds stock
• FIFO enforced by lot tracking

D. STOCK ADJUSTMENT (DAMAGE / LOSS)

• Damaged beans recorded via Stock Adjustment
• Separate tracking for quality issues

🆘 TROUBLESHOOTING

❌ Problem: Species / Variety / Processing dropdown is empty

Cause: Master data has not been configured

Solution:

1. Set up the master data first in Settings
2. Navigate to Settings → Roast Production → Settings
3. Open the Bean Variety tab (for Species & Variety)
4. Open the Bean Process tab (for Processing methods)
5. Add the required options
6. Return to the Green Bean form (the dropdowns will now be populated)

❌ Problem: Moisture level is too high (>13%)

Cause: Beans are too wet or storage conditions are not proper

Solution:

1. Do not import stock immediately
2. Dry the beans first (sun drying or mechanical dryer)
3. Target moisture level: 10–12%
4. Re-test the moisture level
5. Import stock only after moisture reaches the optimal range
6. Document the drying process in the notes section

❌ Problem: Cupping score is significantly lower than pre-shipment score

Cause: Quality degradation during shipment or supplier overestimation

Solution:

1. Document the score variance (before vs. after shipment)
2. Check storage and handling conditions during shipment
3. Perform re-cupping for confirmation
4. If variance > 3 points: Contact the supplier for clarification
5. If variance > 5 points: Consider rejection or price renegotiation
6. Update the Final Score with the actual cupping result

❌ Problem: Stock cannot be deducted for production

Cause: Stock is reserved or there is a configuration issue

Solution:

1. Check available stock (not reserved stock)
2. Verify warehouse integration settings
3. Ensure the Production Module has permission to deduct inventory
4. Perform a manual adjustment if necessary (with approval)

❌ Problem: FIFO is not working (system selects newer stock first)

Cause: Lot tracking is not enabled or manual lot selection is used

Solution:

1. Enable lot tracking in warehouse settings
2. In Production Plan, set auto-selection to FIFO mode
3. Perform manual checks to ensure operators select older lots
4. Apply physical FIFO arrangement in the warehouse (older stock placed in front)

🎯 BEST PRACTICES

✅ Naming Convention

Standard Format:
[Origin] [Region] [Grade] [Processing] [Crop Year]

Examples:

• Ethiopia Yirgacheffe Grade 1 Washed 2024
• Colombia Huila Supremo Natural 2025
• Brazil Santos NY2 Pulped Natural 2024

✅ Quality Documentation

• Always record moisture level (critical QC parameter)
• Always record density (quality indicator)
• Always record cupping score (arrival cupping)
• Document score variances (pre-shipment vs. arrival)
• Maintain certification files (organic, fair trade, cupping reports)

✅ Freshness Management

• Track crop year consistently
• Set reorder points 3 months before expected depletion
• Enforce FIFO (oldest stock used first)
• Conduct regular quality checks (every 3–6 months)
• Apply discount strategies for aging stock (12+ months)

✅ Storage Best Practices

• Temperature: 18–22°C (climate controlled)
• Humidity: 50–60% RH (to prevent mold)
• Packaging: GrainPro bags (for premium beans with 85+ scores)
• Avoid direct sunlight (UV degradation)
• Ensure proper ventilation (to prevent condensation)
• Avoid strong odors (coffee easily absorbs smells)

✅ Traceability

• Always reference the lot number provided by the supplier
• Link purchase orders → stock imports → production batches
• Keep supplier certificates and cupping reports
• Document origin stories (farm, cooperative, altitude)
• Enable full farm-to-cup traceability

✅ Cost Management

• Use FIFO valuation for accurate cost accounting
• Conduct regular inventory audits (physical count vs. system records)
• Monitor price trends (commodity price fluctuations)
• Apply hedging strategies for large volumes
• Diversify suppliers to reduce risk