Show rollout information
Paterson Ops
Stock, purchasing and daily business operations in one place.
Create staff account Administrator only
Create the login first. It will remain blocked until you link it to a staff record, assign its role and approve it under User access.
Change my password Signed-in account
Replace an administrator-created temporary password with one only you know.
Daily tasks
Complete these stock-control steps in order. Posting an actual waste list, delivery, confirmed-sales file, price list, 11 p.m. snapshot or supplier order checks off that step automatically. When there was nothing to enter, tick the current step manually. A fresh set starts each day.
Stock and purchasing status
Operations status
Live stock
Calculated balance = latest physical count + deliveries and returns − confirmed supplied sales, waste and supplier returns.
| Product | Stock unit | Calculated live stock | Last physical count | Net movement since count | Counted at | Calculation |
|---|
Barcode stocktake
Scan a shelf label or choose a product. Only units supported by that product’s master-data description are shown.
Stock movements
Every change after the last physical count is kept here. Import a waste or return list for quick matching, or record one movement manually.
Import a movement list
Paste a list from Notes or choose a text/CSV file. The system suggests the closest product, but nothing changes stock until you confirm the match and verified unit.
Use product, quantity, unit; product – quantity unit; or quantity unit product. A line without a clear positive quantity stays in review.
| Original line | Quantity read | Product match | Verified unit | Stock effect |
|---|
Record one movement manually
Movement history
| Time | Product | Source | Reference | Entered | Stock change |
|---|
Supplier deliveries
Placed orders stay “on order”. Stock increases only when the actual delivery note is confirmed here.
Import an invoice or delivery note
PDF, CSV and Excel files are accepted. The document number and line prices are read automatically from supported PDFs, including Mackie’s FreshMetrics documents, emailed J.R. Holland tickets and scanned Holland documents. A scanned Holland document can take a little longer while each page is read. Each unknown line gets a best-match suggestion which you can accept or replace; accepted matches are remembered for the next delivery.
Show delivery rules
| Supplier line | Document quantity | Paterson Ops product | Verified unit | Supplier price | Saved order | Delivery check |
|---|
The flagged-lines CSV combines missing products and price differences. It shows the price-list date checked, actual dated quote used, price charged, difference and estimated credit total where a price is available. Check supplier discounts and tax treatment before sending it as a final claim.
Record goods received manually
Use this for paper notes or supplier layouts that are not yet supported by the document reader.
Placed supplier orders
The latest saved order is shown below. Earlier orders remain available without filling the page.
Delivery history
The latest posted delivery is shown below. Open the archive only when an earlier document is needed.
Supplier document inbox
Keep invoices and delivery notes together for audit while ensuring the same delivery changes stock only once.
Show document rules
Add a supplier document
One PDF, Excel or CSV file up to 15 MB. Exact duplicate supplier/type/document numbers are blocked. Cross-document matching is limited to the same supplier and verified reference formats.
Automatic email collection
Verified rules include Graham’s delivery-note/invoice reference linking. Other suppliers use exact references until their real invoice and delivery-note formats have been checked.
Document history
Only the latest document is shown until you open the archive. Search still checks every stored document.
Supplier prices and setup
Add suppliers once, then enter or import prices and match their descriptions to the Paterson Ops product master.
Add a supplier
After adding a supplier, tick its normal delivery days in Tomorrow’s order. A product becomes available from that supplier only after a price has been entered or imported and matched.
Enter a price manually
This is suitable for suppliers such as Carron Lodge when there is no regular price-list file.
*Suggested shows the lowest saved current price from active suppliers. Tomorrow’s order separately applies delivery timing and stock-cover rules for the selected delivery date.
Fresho demand imports
Keep the late-night current-orders snapshot separate from confirmed sales after the vans have left.
Current orders snapshot (around 11pm)
Use a Fresho line-items CSV containing the current orders. Every positive line in this snapshot is shown for review; it is used for purchasing only and is never deducted from stock. Product Group, customer, quantity type and customer/supplier notes are retained. Each Group A1 line remains separate for the Sharrocks PDF.
Review the delivery dates, order states, product groups and product statuses below. Group A1 lines are made to order from Sharrocks and their individual customer weights are retained. Map only products you recognise.
| Fresho product | Quantity type | Paterson Ops product |
|---|
Latest current-order import
Confirmed sales history (morning)
Expected Fresho columns include Product Code, Product Name, Qty Type, Quantity, Delivery Date, Order State and Product Status. Only invoiced or paid lines marked supplied are added to sales history.
Exact product-name matches are ready. Map only descriptions you recognise. The Fresho product code is remembered for future imports.
| Fresho product | Quantity type | Paterson Ops product |
|---|
Latest confirmed-sales import
The latest record now checks the actual stock ledger, not only the import label. A repair button appears if stored sales have not been deducted. Forecast demand keeps a rolling 35-day window; the separate stock-movement audit is retained.
Purchase plan
Before 11pm it produces an exportable forecast for every protected sales day. The 11pm current orders then replace the first forecast day with exact demand while the following-day forecasts remain.
Supplier delivery days
Tick each supplier’s normal delivery days. Carron Lodge, Hovis and North Lakes also use the confirmed timing and cover rules shown beside their names. New suppliers use the normal next-delivery rule.
Maximum stock cover
These freshness caps still protect produce. Carron Lodge’s confirmed weekly cheese rule deliberately covers Thursday through Wednesday.
Show purchasing rules
| Product | Freshness | Planning demand | Current orders | Current stock | Suggested purchase | Supplier | Price | Est. cost | Status |
|---|
Carron Lodge’s Wednesday-afternoon delivery starts covering Thursday and runs through the following Wednesday. Hovis normally covers two days, except Saturday deliveries cover Saturday only. North Lakes follows its Monday, Wednesday and Friday rules; the small Monday buffer after Friday remains a manual review because no exact quantity was supplied.
Group A1 remains an exact Sharrocks order and ignores physical stock. Any 11pm current-order product without a saved supplier price remains visible and uses its known regular supplier or Sharrocks as the produce fallback.
Staff time and absence
Clock in and out, record booked holiday or sickness, amend missed times and download weekly hours.
Show staff login note
Clock-in location safeguard Administrator only
Set the warehouse position while standing at the warehouse, then choose how close staff must be. Paterson Ops checks location only when Clock in or Clock out is pressed; it does not track anyone continuously.
Clock in or out
Manage staff
Names stay on completed time records even if a staff member is later made inactive.
Open shifts needing attention
Old open shifts stay here until they are corrected. Use Amend to add a forgotten clock-out time and a reason for the change.
Record holiday or sickness
Enter the exact booked hours for this Monday-to-Sunday payroll week. Longer absences should be split into one record per week so weekly totals remain accurate.
Weekly hours
The week runs Monday to Sunday. Worked, holiday and sick hours are kept separate; open shifts are excluded.
| Staff member | Completed shifts | Worked | Holiday | Sick | Total recorded | Status |
|---|
Shift details
| Date | Staff member | Clocked in | Clocked out | Hours | Audit | Action |
|---|
Holiday and sickness records
| Staff member | Type | From | To | Hours | Note | Audit | Action |
|---|
Driver cash collections
Replace the paper cash-in sheet with a dated, searchable record against each customer invoice.
Record cash collected
The driver name is temporary in this local pilot. When staff accounts are added, the signed-in person’s name will be recorded automatically.
One JPG, PNG or PDF up to 10 MB can be stored against the collection. In this staging version, new files are kept in protected central storage.
Cash collection history
Search by customer, invoice number, driver or date.
| Date collected | Customer | Invoice | Collected by | Amount | Invoice file | Action |
|---|
Warehouse operations
Record routine activity alongside stock and purchasing. Tasks and checks stay available until an authorised user removes them.
Fridge temperature readings
Big Fridge and Small Dairy Fridge are active. Milk Fridge is available when it comes into use.
| Time | Fridge | Temperature | Recorded by | Note |
|---|
Warehouse cleaning
Create the real warehouse tasks once. Staff can check them off repeatedly; the task remains until you select Remove.
Recent cleaning completions
| Time | Task | Completed by |
|---|
Driver and van checks
Drivers select their van and record each check as passed or report a problem that prevented completion. Checks remain available until you remove them.
Driver name is temporary in this local pilot. When staff accounts are added, the signed-in person’s name will be recorded automatically.
Open van issues
Reported problems stay here until they are marked resolved. Their full history is retained.
| Time | Van | Check | Reported by | Problem | Action |
|---|
Recent vehicle-check history
| Time | Van | Check | Driver | Result | Details |
|---|
Manage vans
Add each vehicle once. Removing a van takes it out of the driver selector but keeps its previous check and issue history.
User access
Approve staff accounts, link each login to the correct staff record and control which areas they can use.
Access profiles
Manager / buyer has all operational areas except user administration. Warehouse has stock, deliveries, warehouse checks and their own staff time. Driver has their own staff time, cash collections and vehicle checks. General staff has their own staff time and warehouse checklists. Individual page access can be changed below.
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Imports & backup
Import the unchanged weekly stock sheet or a supplier price file, review every match, then save.
Weekly stock sheet import
Uses the supplied Patersons Stock Sheet layout. Each quantity beside a product is read in that product’s main stock unit. The full product roster in this sheet defines which products may receive historical carry-over in purchasing. Blank quantity cells are ignored and do not clear existing counts.
Review the interpreted unit and match. Use Change match for any incorrect product. Duplicate matches are held back until corrected. Unmatched roster labels are excluded rather than guessed.
| Stock-sheet product | Entered quantity | Interpreted stock | Paterson Ops product |
|---|
Latest stock-sheet import
Supplier price import
Excel and CSV files are accepted. Selecting the supplier means their name and internal product IDs do not need to appear in the file. Add new suppliers on the Supplier prices page first.
Exact product-name matches are ready. For anything unmatched, enter a product ID or select a product below. Use Change match beside any wrong automatic or remembered match.
| Supplier description | Price | Paterson Ops product |
|---|
Latest supplier-price import
Back up local data
Backup contains supplier setup, stock-sheet imports, counts, movements, dated prices, customer-level Fresho demand, purchase settings, cash collection details, fridge readings, schedules, checklists and remembered matches. Large invoice photos and PDFs are stored separately in the browser; download the cash archive ZIP from Cash collections to back up those files.
Product master
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The supplied master contains product names, product IDs, preliminary stock units and pack notes. Conversions in this pilot are enabled only where the pack text states an unambiguous weight, volume or item count.