> ## Documentation Index
> Fetch the complete documentation index at: https://docs.ofatoura.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Dispatching to branches, mappings, reports, and alerts

> Learn how to map cloud kitchen items to branch inventory, dispatch stock to branches, read the analytics dashboard and reports, and configure automated alert thresholds.

Before you can send stock to a branch, you need to tell oFatoura how each cloud kitchen item corresponds to an item in that branch's own inventory — and at what conversion ratio. Once mappings are in place, a dispatch creates a paired transfer: stock leaves the cloud kitchen and lands in the branch automatically. The reports and dashboard let you review what was sent, how branches are consuming stock, and whether purchase prices are drifting from your transfer prices. Alerts keep the right people informed by email when thresholds are crossed.

<Note>
  The features on this page are in the web admin (browser dashboard) under **Cloud Kitchen Inventory**. They are not available in the ePOS waiter app.
</Note>

## Permissions

| What you need to do                           | Required permission                                        |
| --------------------------------------------- | ---------------------------------------------------------- |
| Manage mappings, create and delete dispatches | Manage Cloud Kitchen                                       |
| View the dashboard and reports                | Manage Cloud Kitchen **and** the BI reports permission     |
| Change alert thresholds and recipients        | Manage Cloud Kitchen **and** the alert settings permission |

***

## Branch item mappings

A mapping links one cloud kitchen item to the corresponding item in a specific branch's inventory, together with a **UOM multiplier** that converts between units. For example, if the cloud kitchen holds flour in kilograms but the branch inventory tracks it in grams, the multiplier would be 1000. Mappings are required — dispatching an unmapped item is not possible.

### Set up a mapping

<Steps>
  <Step title="Open branch item mapping">
    In the web admin, go to **Cloud Kitchen Inventory** and select **Branch item mapping**.
  </Step>

  <Step title="Create a new mapping">
    Click the button to add a mapping. You will see a form with the following fields.

    | Field                 | Notes                                                                                                 |
    | --------------------- | ----------------------------------------------------------------------------------------------------- |
    | Branch                | Choose from the branches linked to your cloud kitchen.                                                |
    | Cloud kitchen item    | The item as it exists in the cloud kitchen catalog.                                                   |
    | Branch inventory item | The matching item in that branch's own inventory. Only items belonging to the selected branch appear. |
    | UOM multiplier        | How many branch units equal one cloud kitchen unit. Must be greater than zero.                        |
  </Step>

  <Step title="Save">
    Save the mapping. Repeat for each cloud kitchen item and branch combination you intend to dispatch.
  </Step>
</Steps>

<Tip>
  You can edit or delete a mapping at any time. Deleting a mapping does not reverse past dispatches — it only prevents future ones for that combination.
</Tip>

***

## Dispatching stock to branches

A dispatch simultaneously deducts the quantity from cloud kitchen stock and credits the corresponding item in the branch inventory. Both movements share the same reference number so you can trace either side back to the original transfer.

<Warning>
  You can only dispatch an item if a branch item mapping exists for that item and branch. If you do not see an item in the dispatch form, create the mapping first.
</Warning>

### Create a dispatch

<Steps>
  <Step title="Open dispatch to branches">
    Go to **Cloud Kitchen Inventory → Dispatch to branches**.
  </Step>

  <Step title="Fill in the dispatch details">
    Click to create a new dispatch and complete the form.

    | Field              | Notes                                                                                                                                                |
    | ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
    | Branch             | Select the destination branch (must be linked in Setup).                                                                                             |
    | Cloud kitchen item | The item you are sending.                                                                                                                            |
    | Quantity           | How much to dispatch. Cannot exceed the cloud kitchen's available stock. Use the auto-fill button to pre-populate the maximum dispatchable quantity. |
  </Step>

  <Step title="Confirm">
    Save the dispatch. The cloud kitchen stock-out and branch stock-in are recorded together under a single reference number. The dispatch appears in the history list with the reference, the acting user, and the quantities.
  </Step>
</Steps>

### Edit or delete a dispatch

You can edit a dispatch (change branch, item, or quantity) or delete it. Deleting a dispatch **reverses both movements** — the cloud kitchen stock is restored and the branch credit is removed.

***

## Dashboard and reports

The **Dashboard** gives you an at-a-glance view of dispatch activity and movement summaries across all cloud kitchen operations. The **Reports** section breaks this down into three focused views.

### Accessing the dashboard

Go to **Cloud Kitchen Inventory → Dashboard**. Use the date range filter (today, this week, this month, this quarter) to scope the charts and totals you see.

<Note>
  Viewing the dashboard and reports requires the BI reports permission in addition to the base cloud kitchen access. Staff without this permission can still manage stock and dispatches.
</Note>

### Available reports

<AccordionGroup>
  <Accordion title="Dispatch report">
    Shows quantities dispatched to each branch over the selected period. You can search and filter by item, branch, or reference number. Use this report to confirm delivery volumes and reconcile with branch receiving records.
  </Accordion>

  <Accordion title="Branch usage report">
    Shows consumption patterns across branches — which branches are drawing on which items, and at what rate. Useful for planning production runs and identifying branches with unusually high or low draw.
  </Accordion>

  <Accordion title="Price variance report">
    Compares the **purchase price** paid to suppliers against the **transfer price** set on each cloud kitchen item. A large gap can indicate that transfer prices need updating or that a supplier's cost has changed significantly. Filter by date range, item, or branch.
  </Accordion>
</AccordionGroup>

All reports share the same filter controls: date range, item search, branch filter, and movement type (all, in, out, waste, dispatch, production).

***

## Alert settings

Alerts send automated emails to notify your team when monitored conditions are met. You configure the thresholds and recipient list from the **Settings** area inside Cloud Kitchen Inventory.

### Configure alerts

<Steps>
  <Step title="Open alert settings">
    Go to **Cloud Kitchen Inventory → Settings**, then select the **Alerts** tab.
  </Step>

  <Step title="Enable alerts">
    Toggle **Alerts enabled** on. While the toggle is off, no alert emails are sent regardless of thresholds.
  </Step>

  <Step title="Set thresholds">
    Adjust the following values to match your operational tolerances.

    | Setting               | What it controls                                                                   | Default |
    | --------------------- | ---------------------------------------------------------------------------------- | ------- |
    | Variance threshold %  | Alerts when purchase price differs from transfer price by this percentage or more. | 10 %    |
    | PO overdue days       | Alerts when a purchase order passes its expected delivery date by this many days.  | 0 days  |
    | Expiry lookahead days | Alerts when a stock batch is due to expire within this many days.                  | 3 days  |
  </Step>

  <Step title="Add email recipients">
    Enter the email addresses that should receive alert notifications. You can add or remove recipients at any time.
  </Step>

  <Step title="Send a test alert">
    Use the **Send test alert** button to verify that the emails reach the right inboxes before relying on the system for real notifications.
  </Step>

  <Step title="Save">
    Save the settings. Changes take effect immediately for future alert checks.
  </Step>
</Steps>

<Tip>
  Set the variance threshold to a value that reflects your acceptable margin on inter-branch transfers. A threshold of 0 % will alert on any difference, which may generate noise during normal price fluctuations.
</Tip>

<Note>
  Expiry alerts depend on stock batches that had an expiration date recorded when stock was received. Batches received without an expiry date are not tracked for this alert.
</Note>

***

## Related

* [Cloud kitchen setup, items, and stock](/cloud-kitchen/setup-items-stock) — create and name your cloud kitchen, manage items, and track on-hand quantities
* [Cloud kitchen procurement and production](/cloud-kitchen/procurement-production) — requisitions, purchase orders, recipes, and production batches
* [Inventory stock and movements](/inventory/stock-and-movements) — how branch inventory movements work
* [Inventory reports and settings](/inventory/reports-and-settings) — branch-side reporting